Registered name: UK100 CITIES NETWORK LIMITED

We are the controller of your personal data. This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email: info@uk100.org

What information we collect, use, and why

To provide services and goods, including delivery and third party referrals:We collect or use the following personal information:

• Names and contact details
• Gender
• Pronoun preferences
• Addresses
• Photographs or video recordings
• Dietary information (including allergies and health conditions)
• Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
• Information about work, home and living conditions
• Information about lifestyle, interests or personal history
• Records of meetings and decisions
• Information about income and financial needs for funding or personal budget support
• Payment details (including card or bank information for transfers and direct debits)
• Information relating to compliments or complaints

We also collect or use the following special category information (subject to additional protection due to its sensitive nature):

• Political opinions

To receive donations or funding and organise fundraising activities:We collect or use the following personal information:

• Names and contact details
• Addresses
• Payment or banking details

We also collect or use the following special category information (subject to additional protection due to its sensitive nature):

• Political opinions

For service updates or marketing purposes:

We collect or use the following personal information:

• Names and contact details
• Addresses
• Marketing preferences
• Recorded images, such as photos or videos

We also collect or use the following special category information (subject to additional protection due to its sensitive nature):

• Political opinions

For research or archiving purposes:

We collect or use the following personal information:

• Names and contact details
• Addresses

We also collect or use the following special category information (subject to additional protection due to its sensitive nature):

• Political opinions

For recruitment purposes:

We collect or use the following personal information:

• Contact details (eg name, address, telephone number or personal email address)
• National Insurance number
• Copies of passports or other photo ID
• Employment history (eg job application, employment references or secondary employment)
• Education history (eg qualifications)
• Right to work information

For dealing with queries, complaints or claims:

We collect or use the following personal information:

• Names and contact details
• Address
• Purchase or service history
• Relevant information from previous investigations
• Customer or client accounts and records
• Correspondence

We also collect or use the following special category information (subject to additional protection due to its sensitive nature):

• Political opinions

Lawful bases and data protection rights

Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. The lawful basis we rely on may affect your data protection rights.

Your Data Protection Rights

• Your right of access:  You have the right to ask us for copies of your personal information.
• Your right to rectification:  You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure: You have the right to ask us to delete your personal information.
• Your right to restriction of processing: You have the right to ask us to limit how we can use your personal information.
• Your right to object to processing: You have the right to object to the processing of your personal data.
• Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent:  When we use consent as our lawful basis you have the right to withdraw your consent at any time.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice. We must respond to you without undue delay and in any event within one month.

Our Lawful Bases for Processing

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Where we get personal information from

We may get personal information from:

• Directly from you
• Regulatory authorities
• Charities or voluntary sector organisations
• Publicly available sources
• Councils and other public sector organisations

How long we keep information

We keep your personal data only for as long as necessary for the purposes we collected it. Our standard retention periods are:

• Membership and supporter records: Duration of membership or supporter relationship, plus three years after the relationship ends (to handle queries, provide references and comply with legal obligations).
• Event registrations: Three years from the date of the event.
• Newsletter and mailing list subscribers: Until you unsubscribe or withdraw consent.
• Recruitment records (unsuccessful applicants): Six months from the date of the recruitment decision.
• Financial and accounting records: Seven years (to comply with tax and audit requirements).
• Research and survey responses: We anonymise responses after analysis where possible. Where personal data is retained for research purposes, we keep it for up to three years with appropriate safeguards.
• Complaints and correspondence: Three years from resolution.

We review our data holdings regularly and delete or anonymise personal data when we no longer need it.

Our cookie policy

This Website uses Trackers. To learn more, Users may consult the Cookie Policy.

Who we share information with

Others we share personal information with

We may share personal information with:

• Organisations we need to share information with for safeguarding reasons
• External auditors or inspectors
• Publicly on our website, social media or other marketing and information media

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO (Information Commissioner's Office):

• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Helpline number: 0303 123 1113
• Website: https://www.ico.org.uk/make-a-complaint