PRIVACY POLICY

Civic Future is committed to ensuring that your privacy is protected and Civic Future will endeavour to use any information that you provide when using this website (civicfuture.org) in accordance with this privacy policy.

This privacy policy explains what information we collect, how we protect any information you submit to us, and how we use it.

WHO WE ARE 

Civic Future supports highly talented young leaders to understand the moral, technological and governance challenges of our time, build excellent organisations and transform public life for the better. 

If you have any questions regarding your personal information or its use, please contact us using the details set out in the ‘Questions about our Policy’ section below. 

WHAT INFORMATION DO WE COLLECT?

Personal information is any information that relates to an individual. It does not include information where the identity of the individual has been fully and effectively removed (anonymous data). 

We collect the following personal information about you: 

• Identification information, such as your name, date of birth and gender. 
• Contact information, such as your email address, postal address, phone number.
• Financial information, such as payment card details and billing addresses.
• Information about your areas of interest and questions about your background, worldview and opinions on issues that we ask as part of our Fellowship Application process.
• Where you apply for an event with us or on our fellowship, details about preferences and needs (including travel requirements).

If you contact us, for example to provide us with feedback or to register for an event or purchase membership directly via email, phone, or post, we may keep a record of that correspondence or feedback, as well as your name and contact details. 

We also collect information about your computer and about your visits to and use of this website (including information about your browser, your IP address, your general location as determined from your IP address and provided by your browser, the site from which you come, and the links followed when leaving our site).

This information is also collected through cookies. Cookies are text files stored on your computer, and accessible only to the websites which create them. Our website may from time -to-time use cookies and log files for statistical analysis, to understand user behaviour, to administer the site, to tailor the information presented to a user based on their preferences, and to improve user experience. Any information gathered by our use of cookies is compiled on an aggregate, anonymous basis.

Most web browsers automatically accept cookies; however, you may delete, or disable cookies by following the instructions at https://www.allaboutcookies.org/manage-cookies/. Please note that you may not be able to take full advantage of our website if you disable cookies and this may impair your experience of the service.

Further information about cookies can be found on the Interactive Advertising Bureau’s website www.allaboutcookies.org.

Sensitive Personal Information 

Under data protection legislation, certain personal information is considered more ‘sensitive’ (e.g. information relating to race, religion, political affiliation and health). This is known as ‘special category data’. We may collect the following types of ‘special category data’: 

• Information about your ethnicity; 
• Information about whether you have a disability; and
• Information which may reveal your political opinions and / or your philosophical beliefs. 

The information about your ethnicity and about whether you have a disability does not form part of any assessment of your and you do not need to provide it if you would prefer not to.  

How We Collect Personal Information

Personal information may be collected from you in various ways, for example, when you:

• Conduct activities on our website (for example, purchasing membership or registering for an event)
• Register for an event or purchase membership by e-mail, telephone, post, or voluntarily provide information in response to our questionnaires or download forms
• Apply for a fellowship or any submit any other application with us
• Subscribe to our newsletters
• Browse our website 
• Attend our events
• Otherwise contact us via email, phone, in person or by post.

We may collect personal information about you from third parties, including: 

• Where you have told a third party that you are happy for them to share your data with us. 
• When someone who is with us has named you as a referee. 
• From publicly available sources and/or from individuals working on behalf such as our Board and from organisations that represent business development opportunities for potential partners. 

HOW WE MIGHT USE THIS INFORMATION

We use this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• To supply you with services purchased via the website.
• Contact you with important information about an event that you’ve booked.
• Process any applications you make to us, including applications for our fellowship.
• Contact you about an individual who has named you as a referee.
• For statistical purposes and analysis for management purposes in order to administer the website or improve our products and services.
• Internal record keeping and administrative purposes, and to inform you about our events, services or products, or other related information that we think would be of interest to you, including fundraising at Civic Future.
• To communicate marketing messages, fundraising messages, newsletters and details of our business which we think may be of interest to you by post or email or similar technology (you can inform us at any time if you no longer require marketing communications).
• From time-to-time, we may also use your information to contact you for market research purposes or to customise the website according to your interests.

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you, including geo-demographic information and measures of affluence, when it is available from external sources to help us do this effectively. This helps us understand the background of the people who support us and helps us to make appropriate requests for gifts to supporters who may be able and willing to give more than they already do. We may also use your personal information to detect and reduce fraud and credit risk.

OUR LAWFUL BASES

We will only use personal information when the law allows us to (i.e., where we have a ‘lawful basis’). Most commonly, we will use your personal information in the following circumstances: 

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. For example, we have a legitimate interest in providing our services to you;
• Where it is necessary for the performance of a contract with you;
• Where it is necessary to comply with a legal obligation on us (for example, reporting to HM Revenue and Customs).

In some circumstances, we may ask for your consent to use your personal information for a specific purpose. In particular, we may obtain your consent where we ask to use information relating to your ethnicity, disabilities, political opinions, philosophical beliefs, or before we send you any email marketing, newsletters or other communications about topics and events which we think might interest you. 

You may unsubscribe from our email communications by following the instructions in any email that we send you, or you can withdraw your consent and request us to remove your personal information at any time by emailing us at info@civicfuture.org.

We do not carry out any automated decision-making using personal information which produces legal effects or otherwise significantly affects individuals. 

USE OF LINKS

Throughout our website, we provide links to other servers which may contain information of interest to our readers. We take no responsibility for, and exercise no control over, the organisations, views, or accuracy of the information contained on other servers.

USE OF TEXT AND IMAGES

If you would like to publish information that you find on our website, please send your request to info@civicfuture.org. Where text or images are posted on our site with the permission of the original copyright holder, a copyright statement appears at the bottom of the page.

DISCLOSURE OF YOUR INFORMATION

We may disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If we or substantially all of our assets are acquired by a third party, in which case personal data held by us about you will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of Civic Future, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
• With organisations, contractors or service providers that are acting as agents for Civic Future or working on behalf of Civic Future.
• With our professional advisers, lawyers, accountants, auditors or independent investigators.
• With your consent or as otherwise disclosed at the time of data collection or sharing. 
• In the event of any of the above scenarios occurring, we will endeavour to ensure that your rights and freedoms in respect of the processing of your personal data are adequately and appropriately protected. By submitting your Information and subscribing to the services available on our site, you consent to such use and transfer.

HOW IS THE INFORMATION KEPT?

We ensure that there are appropriate technical controls in place to protect your personal details; for example, our online forms are protected and routinely monitored. We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, and contractors.

As noted above, we may use external companies to collect or process personal data on our behalf. We will do comprehensive checks on these companies before we work with them and put a contract in place that sets out our expectations and requirements. We may disclose your personal information to these carefully-selected third parties and or prospective partners who are carrying out work on behalf of and for the benefit of Civic Future.

INTERNATIONAL DATA TRANSFERS

Some of our suppliers may run their operations outside the United Kingdom. Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. In particular, we will rely on the appropriate safeguards under data protection legislation, such as the UK International Data Transfer Agreement to protect your personal information.

YOUR RIGHTS

Under certain privacy laws, you have rights relating to your personal information. You may have a right to the following:

• to request access to the personal information we hold about you;
• to request that we rectify or erase your personal information;
• to request that we restrict the processing of your personal information;
• to object to our processing of your personal information in certain circumstances;
• under certain circumstances, to ask us to port personal information about you that you have provided to us to you or to a third party; and
• where we previously obtained your consent, to withdraw consent to processing your personal information.

To exercise these rights, contact us via the “Questions About Our Policy” section below. Please be aware that we may be unable to provide these rights to you under certain circumstances, for example if we are legally prevented from doing so or can rely on exemptions.

Additionally, you have the right to lodge a complaint against us, which you can do by contacting the supervisory authority in your country of residence.  In the UK, this is the Information Commissioner’s Office at www.ico.org.uk/concerns.

CHANGES TO OUR PRIVACY POLICY

We may make changes to this privacy policy from time to time, for example to take into account changes at Civic Future or to reflect changes in regulation or legislation. It was last updated on 13 February 2023. If we change our privacy policy we will post the changes on this page. If the change in our privacy policy affects the use of your personal information we will use our best endeavours to Inform you of these changes, Continued use of the service will signify that you agree to any such changes.

QUESTIONS ABOUT OUR POLICY

If you have any questions about this privacy policy, the practices of this site, or your dealings with this website, you can contact us at Public Hall, 1 Horse Guards Avenue, London, SW1A 2HU, or you can email us at info@civicfuture.org.