Canopi understands that your privacy is important to you and that you care about how your information is used and shared online. We respect and value the privacy of everyone who visits Our Site and will only collect and use information in ways that are useful to you and in a manner consistent with your rights and Our obligations under the law.
1. Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
“Account” means an account required to access and/or use certain areas and features of Our Site
“Cookie” means a small text file placed on your computer or device by Our Site when you visit certain parts of Our Site and/or when you use certain features of Our Site. Details of the Cookies used by Our Site are set out in section 12, below
“Our Site” means this website, https://www.canopi.org.uk
“UK and EU Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended in 2004, 2011 and 2015
“We/Us/Our” means Canopi, the trading name of The Helen Taylor Thompson Foundation Limited, a Registered Charity and Company Limited by guarantee registered in England and Wales under 3635124, whose registered address is 7 – 14 Great Dover Street, London SE1 4YR and associated Group entities.
2. Information About Us
2.1 Our Site, www.canopi.org.uk is owned and operated by The Helen Taylor Thompson Foundation Limited, a Registered Charity and Limited Company (by guarantee) registered in England under 3635124, whose registered address is Canopi, 7 – 14 Great Dover Street, London SE1 4YR and whose main trading address is Canopi, 7 – 14 Great Dover Street, London SE1 4YR. Our VAT number is.
2.2 Our data protection officer is Clive Dove-Dixon who can be contacted at firstname.lastname@example.org
2.3 We are regulated by Information Commissioners Office
3. Scope – What Does This Policy Cover?
4. What Data Do We Collect?
4.2 Business/company name
4.3 Job title
4.4 Contact information such as email addresses and telephone numbers
4.5 Contact address e.g. post code
4.6 Financial information such as credit / debit card numbers
4.7 IP address (automatically collected)
4.8 Web browser type and version (automatically collected)
4.9 Operating system (automatically collected)
4.10 A list of URLs starting with a referring site, your activity on Our Site, and the site you exit to (automatically collected)
4.11 Add further information as required.
If your organisation takes permanent office space at Canopi, we may collect some or all of the following data:
4.12 Business/company information such as that required for invoicing
4.13 List of staff names, job title and business email addresses
4.14 Other publicly available company information such as industry sector and turnover
4.15 Your answers to feedback surveys
5. How Do We Use Your Data?
5.1 All personal data is stored securely in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR). For more details on security see section 6, below.
5.2 We use your data to provide the best possible products and services to you. This includes:
5.2.1 Providing and managing your Account
5.2.2 Supplying our products and services to you
5.2.3 Responding to communications from you
5.2.4 Supplying you with product and service specific email e.g. newsletters, alerts etc. as part of our business relationship.
5.2.5 Supplying you with product and service marketing email that you have subscribed to, you may unsubscribe or opt-out at any time by following the unsubscribe link in the e-mail.
5.2.6 Collecting feedback about our services or conducting research
5.2.7 Analysing your use of Our Site and feedback to enable us to continually improve Our Site and your user experience.
5.2.8 If you are booking hot desk and/or meeting rooms we keep your name and name of your organisation on the sign in book/screen for the purposes of security in the building e.g. in case of fire alerts.
5.3 In some cases, the collection of data may be a statutory or contractual requirement, and we will be limited in the services we can provide you without your consent for us to be able to use such data.
5.4 With your permission and/or where permitted by law, we may also use your data for marketing purposes which may include contacting you by email AND/OR telephone with information, news and offers on our services. We will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that we fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, as amended in 2004, 2011 and 2015.
5.5 We do not currently engage in any third party advertisements on our website. In the future it may be possible that advertisers whose content appears on Our Site may engage in what is known as “behavioural advertising” – advertising which is tailored to your preferences, based on your activity. Your activity is monitored using Cookies, as detailed below in section 12. You can control and limit your data used in this way by adjusting your web browser’s privacy settings. Please note that We do not control the
activities of such advertisers, nor the information they collect and use. Limiting the use of your data in this way will not remove the advertising, but it will make it less relevant to your interests and activities on Our Site.
5.6 Under GDPR we will ensure that your personal data is processed lawfully, fairly, and transparently, without adversely affecting your rights. We will only process your personal data if at least one of the following basis applies:
a) you have given consent to the processing of your personal data for one or more specific purposes
b) processing is necessary for the performance of a contract to which you are a party or in order to take steps at the request of you prior to entering into a contract
c) processing is necessary for compliance with a legal obligation to which we are subject
d) processing is necessary to protect the vital interests of you or of another natural person
e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; and/or
f) processing is necessary for the purposes of the legitimate interests pursued by us or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
6. How and Where Do We Store Your Data?
6.1 We only keep your data for as long as we need to in order to use it as described above in section 5, and/or for as long as we have your permission to keep it. In any event, we will conduct an annual review to ascertain whether we need to keep your data. Your data will be deleted if we no longer need it in accordance with the terms of our Data Retention Policy. Our Data Retention Policies are:
a) Current Customers for duration of relationship.
b) Former Customers three years unless unsubscribed. Ongoing with opt in.
c) Enquiries. Three years unless unsubscribed. Ongoing with opt in.
d) Volunteers. Six years. Ongoing with opt in.
6.2 Your data will only be stored within the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland and Liechtensten.
6.2 Some or all of your data may be stored or transferred outside of the European Economic Area (“the EEA”) The EEA consists of all EU member states, plus Norway, Iceland and Liechtenstein. You are deemed to accept and agree to this by using Our Site and submitting information to us. If we do store or transfer data outside the EEA, we will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the EEA and under the GDPR. Such steps may include, but not be limited to, the use of legally binding contractual terms between us and any third parties we engage and the use of the EU-approved Model Contractual Any data stored outside the EEA will be with the leading provider of CRM to ensure protection of your data.
6.3 Data security is of great importance to Us, and to protect your data We have put in place suitable physical, electronic and managerial procedures to safeguard and secure data collected through Our Site.
6.4 Steps We take to secure and protect your data include:
6.4.1 Provision of storage with the leading provider of CRM.
6.4.2 Appointment of a Data Protection officer
6.4.3 Registration with the Data Protection Office and review of documentation
6.4.4 Review GDPR requirements, team to assess and implement
6.4.5 Annual data review for the elimination of storage
6.5 Notwithstanding the security measures that We take, it is important to remember that the transmission of data via the internet may not be completely secure and that you are advised to take suitable precautions when transmitting to Us data via the internet.
7. Do We Share Your Data?
7.2 We may share your data with other companies in our group. This includes our subsidiaries AND/OR our parent company and its subsidiaries.
7.3 We may contract with third parties to supply products and services to you on Our behalf. These may include payment processing, delivery of goods, search engine facilities, advertising and marketing. In some cases, the third parties may require access to some or all of your data. Where any of your data is required for such a purpose, We will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, Our obligations, and the obligations of the third party under the law. Current suppliers include:
a) J2.net (Hosting)
e) The Rocket Science Group LLC (dba Mail Chimp)
7.4 We may compile statistics about the use of Our Site including data on traffic, usage patterns, user numbers, sales and other information. All such data will be anonymised and will not include any personally identifying information. We may from time to time share such data with third parties such as prospective investors, affiliates, partners and advertisers. Data will only be shared and used within the bounds of the law.
7.5 In certain circumstances We may be legally required to share certain data held by Us, which may include your personal information, for example, where We are involved in legal proceedings, where We are complying with the requirements of legislation, a court order, or governmental authority. We do not require any further consent from you in order to share your data in such circumstances and will comply as required with any legally binding request that is made of Us.
8. What Happens If Our Business Changes Hands?
8.2 As a Registered Charity it is highly unlikely our business will change hands. However, it is possible we may, from time to time, expand or reduce Our business and this may involve the sale and/or the transfer of control of all or part of Our business. Data provided by users will, where it is relevant to any part of Our business so transferred, be transferred along with that part and the new owner or newly controlling party will,
8.3 In the event that any of your data is to be transferred in such a manner, you will be contacted in advance and informed of the changes. When contacted you will not, however, be given the choice to have your data deleted or withheld from the lawful new owner or controller.
9. How Can You Control Your Data?
9.2 When you submit information via Our Site, you may be given options to restrict Our use of your data. We aim to give you strong controls on Our use of your data (including the ability to opt-out of receiving emails from Us (except where this is to facilitate an on-going contracted business relationship) which you may do by unsubscribing using the links provided in Our emails AND/OR by managing your Account.
9.3 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you from receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receive.
10. Your Right to Withhold Information and Your Right to Withdraw Information After You Have Given it
10.2 You may access certain areas of Our Site without providing any data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.
10.4 You may withdraw your consent for Us to use your personal data as set out in section in 5 at any time by contacting Us using the details set out in section 15, and We will delete Your data from Our systems. However, you acknowledge this may limit Our ability to provide the best possible products and services to you.
11. How Can You Access Your Data?
You have the legal right to ask for a copy of any of your personal data held by Us (where such data is held). Please Contact Us for more details at email@example.com or using the contact details below in section 14.
12.1 What are cookies?
12.2 Who sets the cookies?
We use both first and third party cookies:
- First party cookies are cookies that are set by us (as the owner of the website). They help the website to function as you as the user might expect it to. They are also used to provide us with anonymised data about how our website is being used.
- Third party cookies are set on our website by an organisation other than us. These enable us to learn more about our customers so that we can provide a more personalised service, or for the purposes of advertising.
We use third party cookies for the purposes of advertising and analytics. The below links outlines the purpose, the expiry and the type of each of our current third party cookies. (Please note the third party cookies used may change as we work with new or different suppliers – this list will be reviewed and updated monthly).
12.3 How do I change my cookie settings?
Cookies can be controlled by your web browser settings. Whether our cookies are used will depend on your browser settings, so you are in control. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, please use the following links:
- Internet Explorer cookies information
- Chrome cookies information
- Firefox cookies information
- Safari cookies information
Please be aware that by blocking all cookies you may not be able to access or use all the features of our website and you will not receive a personalised service.
If you are primarily concerned about third party cookies generated by advertisers, you can turn these off by going to the Your Online Choices site. Also, you can visit the trade body representing these advertising platforms for more information: Network Advertising Initative. From their site, you can control third party online advertising by managing your browser or mobile device opt-outs.
Note that these links will take you to other sites. Canopi is not responsible for the information and also the setting of cookies on these other sites.
13. Summary of Your Rights under GDPR
Under the GDPR, you have:
13.1 the right to request access to, deletion of or correction of, your personal data held by Us;
13.2 the right to complain to a supervisory authority;
13.3 be informed of what data processing is taking place;
13.4 the right to restrict processing;
13.5 the right to data portability;
13.6 object to processing of your personal data;
13.7 rights with respect to automated decision-making and profiling (see section 14 below).
14. Automated Decision-Making and Profiling
14.1 In the event that We use personal data for the purposes of automated decision-making and those decisions have a legal (or similarly significant effect) on You, You have the right to challenge to such decisions under GDPR, requesting human intervention, expressing their own point of view, and obtaining an explanation of the decision from Us.
14.2 The right described in section 14.1 does not apply in the following circumstances:
a) The decision is necessary for the entry into, or performance of, a contract between the You and Us;
b) The decision is authorised by law; or
c) You have given you explicit consent.
14.3 Where We use your personal data for profiling purposes, the following shall apply:
14.1.1 Clear information explaining the profiling will be provided, including its significance and the likely consequences;
14.1.2 Appropriate mathematical or statistical procedures will be used;
14.1.3 Technical and organisational measures necessary to minimise the risk of errors and to enable such errors to be easily corrected shall be implemented; and
14.1.4 All personal data processed for profiling purposes shall be secured in order to prevent discriminatory effects arising out of profiling.
14.4 We currently make the following automated decisions:
14.5 We currently profile your personal data for the following purposes:
15. Contacting Us