Crawley Community Action Privacy Policy

How we use your information

This privacy notice tells you what to expect when Crawley Community Action collects personal information.

Visitors to our websites

When someone visits we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be explicit about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by Crawley Community Action

We may collect information about your computer, including where available your IP address, operating system and browser type for system administration. This is statistical data about our users’ browsing actions and patterns and does not identify any individual. We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our Site and to deliver a better and more personalised service. You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies.

Membership Applications

We use a third-party provider Wufoo, part of Survey Monkey, to process applications to become a Member or a Friend of Crawley Community Action. We gather names, contact details of organisations and information required in order to process membership applications.  For more information please see Survey Monkey’s Privacy Policy. We also use Survey Monkey to carry out surveys of members.

Membership Information

We store information on Member and Friend organisations and the names and email addresses of contact within that organisation in an online database called VC Connect. You have the right to see this information and the right to have it deleted on request.

E-newsletter and Events

We use a third-party providers VC Connect and Mailchimp to deliver our e-newsletters and communications. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our communications. You can unsubscribe from these at any time. For more information, please see Mailchimp’s Privacy Policy.

Invitations for events hosted by Crawley Community Action are sent by a third-party providers Eventbrite or Zoom. Eventbrite gather statistics around invitation acceptance email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our campaigns. For more information, please see Eventbrite’s Privacy Policy.

Security and performance

Crawley Community Action uses a third-party service to help maintain the security and performance of the Crawley Community Action website. To deliver this service it processes the IP addresses of visitors to the Crawley Community Action website.


We use a third-party service to publish our website. We use a standard service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it.

People who email us

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government recommendations. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

People who use our ‘Enquiry Form’

If you use the ‘Contact Us’ service we will receive an email which contains your name, email address, company name, phone number and the contents within the additional details field. This information will not be shared with any other organisations.

Members and organisations using Crawley Community Action services

Crawley Community Action offers various networking & advice services to our Members and other organisations.

We have to hold the details of the people and organisations requesting our services in order to provide these. This is normally an organisation address & contact details, which is stored in VC Connect. Email addresses may be stored in Outlook and details of attendance or involvement in Crawley Community Action projects may be stored on our secure server.

However, we only use these details to provide the service a person or organisation has requested and for other closely related purposes. When people do subscribe to our services, they can cancel their subscription at any time and are given an easy way of doing this. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

Clients of Crawley Community Action services

Details are collected and stored order in order to provide a requested service for:

  • Volunteer Centre
    Information provided by organisations and individuals to register for the Volunteer Centre and in connection with specific volunteering opportunities being promoted on this volunteering platform, is stored in an online database called Simply Connect.
  • Social Prescribing
    Information is stored on the secure Crawley Community Action server and in paper files in a locked storage cabinet. Only designated staff have access to this information. Where appropriate it will be anonymised for monitoring purposes.

We only use these details to provide the service a person or organisation has requested and this information will only be shared with organisations who accept a referral you have consented to as part of a Crawley Community Action project. (see below for more information on sharing information with third parties).

Crawley Community Action has a policy on how long this information is stored and it will be deleted when it is no longer needed for the safe operation of the service.

Your rights

Under data protection legislation, you have rights as an individual which you can exercise in relation to the information we hold about you. You can read more about these rights here –

Complaints or queries

Crawley Community Action tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Crawley Community Action’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office in their capacity as the statutory body which oversees data protection law –

Access to Personal information

Crawley Community Action tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to the Crawley Community Action for any personal information we may hold you need to put the request in writing to the email address provided below. If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting Crawley Community Action.

Disclosure of personal information

In many circumstances we will not disclose personal data without consent, unless legally obliged to do or as part of contractual obligations with our customers (where you are a party to the agreement or service). We may disclose your personal information to the following categories of recipients:

  • to our third party services providers and partners who provide data processing services to us (for example, to support the delivery of, provide functionality on, or help to enhance the security of our Website), or who otherwise process personal information for purposes that are described in this Privacy Policy or notified to you when we collect your personal information.
  • to partner organisations who you have agreed to be referred to in connection with volunteering opportunities, social prescribing, or other Crawley Community Action projects.
  • to any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person;
  • to any other person with your consent to the disclosure.

Legal basis for processing personal information

If you are from the European Economic Area, our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.
However, we will normally collect personal information from you only where we have your consent to do so, where we need the personal information to perform a contract with/involving you, or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect personal information from you or may otherwise need the personal information to protect your vital interests or those of another person.

If we ask you to provide personal information to comply with a legal requirement or to perform a contact with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).

Similarly, if we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make clear to you at the relevant time what those legitimate interests are.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided under the “How to contact us” heading below.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 5th October 2020

How to contact us

If you want to request information about our privacy policy, you can email us or write to:
Crawley Community Action
The Orchard
1-2 Gleneagles Court
Brighton Road
West Sussex
RH10 6AD

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