This privacy policy explains how we use any personal information we collect about you when you use this website and contact us by phone, email, letter, or attend any of our events. We take your privacy seriously and are committed to protecting your personal information. We aim to be clear and open about our data and security practices. Where we ask you to provide us with any information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement, and in line with the General Data Protection Regulation (GDPR) 2018.
Who are we?
The Bucks Data Exchange is a multi-agency collaborative effort from Buckinghamshire’s VCSE and public sector organisations who are passionate about data: Leap, The Rothschild Foundation, Buckinghamshire Council, Heart of Bucks and the Police and Crime Commissioner’s Office.
The Bucks Data Exchange website is maintained by Leap, in collaboration with the Business Intelligence team at Buckinghamshire Council. However, it has been developed in partnership with other VCSE and statutory partners including the Rothschild Foundation, Heart of Bucks, Buckinghamshire’s Local Enterprise Partnership and The Office for the Police and Crime Commissioner who sit on the steering group.
Leap are hosting the website and so are the data controller. If Leap shares any personal information with any of the other Partner organisations, those Partner Organisations will also become data controllers of that personal data.
Our website address is: https://www.bucksdataexchange.org
What information do we collect about you?
We collect information about you when you fill in an online form to:
- Register for a website account or update your account details
- Sign up for email updates
- Contact us
- Place orders for free or paid products, services or events
- Complete surveys or provide feedback.
This information may include:
- Name, role and organisation
- Contact details including email address
- Demographic information such as postcode and interests.
We collect material that you proactively post or contribute to our sites and any correspondence you have with us. When you contact us by email, letter or on the phone, we may also record this information on our system to help us process your request efficiently.
We also collect information on your website usage through cookies, if your browser accepts them. For more information about cookies, click here.
Email marketing
If you have attended an event, purchased a product or service from us or have opted-in to hear about our products and services, we may send you information which may be of interest to you.
You have a right to stop us from contacting you for marketing purposes at any time, and can contact us to request a change to your marketing preferences.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Embedded Content From Other Websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
How do we use your information?
We collect information about you to manage our communications with you, to manage your account, process your order (for example tickets to events) or fulfil any contract we have with you.
We use information collected from your website visits to personalise your future visits and to improve the experience we provide to our online users. For example, information like the browser and device you are using helps us to maintain usable and accessible websites for all our audiences.
We also use your information to help us develop products and services that you may need, and where we have a lawful basis and permission to contact you, we may use it to help us send you relevant and timely information about the help and support that we offer.
Finally we may use your information to look into complaints, concerns or worries you have about the Bucks Data Exchange, to check the quality of our services, identify improvements and help with the research and planning of new services.
Where do we store your information?
Online forms: The forms on our website save data onto our secure local server. The server is based in the UK and is compliant with the EU’s General Data Protection Regulation 2018.
Website accounts: If you are a registered user on our website, the personal data within your account is stored on our secure web server based in the UK. You are responsible for keeping your website account password(s) confidential. We ask you not to share your password with anyone for your own security.
Security: We take great care to ensure that our website operates at the highest security levels and that our suppliers are committed to best practice in digital security. However, the security of data transmission via the internet can never be 100% guaranteed, and data transmission is at your own risk.
How might we share your information?
Leap may share your information with other Partner Organisations within the Bucks Data Exchange for the purpose of managing the Bucks Data Exchange.
Leap will not sell or rent your information to third parties. We may share your information with third parties for the following reasons:
- We have your (or your legal representative’s) permission
- We have a contract with you
- To carry out our legal duties
- It is required by law
- For legal cases
- To protect someone in an emergency
- For employment purposes
- To deliver or help deliver our services
- You have made your information publicly available
- It is for the benefit of society as a whole
- To protect public health
- For archiving, research or statistical purposes
To help us provide some of our services, we may need to ask for your consent to pass your information to our third party partners and other associated organisations such as our funding organisations.
Visitor comments may be checked through an automated spam detection service, to protect our website against spam.
If Leap is acquired by a third party, personal data held by Leap regarding the Bucks Data Exchange will be one of the transferred assets.
Other websites
Our website contains links to other websites not run by Leap. This privacy policy only applies to the Bucks Data Exchange website so when you link to other websites you should read their own privacy policies.
How long do we keep your information?
We do not keep your information for longer than necessary. We’ll only keep your information while we still need it to provide you with a service or where we are required to keep it by law.
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website, such as content uploaders, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
If you have sent us data, for example via an email, and we have had no contact with you for 3 years we will delete your data and email at the end of the third financial year after your last contact with us. All emails will be deleted after 5 years.
How do we keep your information safe?
All of our information is kept safe using the following:
- Passwords. To make sure that only staff and organisations who are authorised to see your information can do so.
- Training. So staff know how to look after your information.
- Regular monitoring. So we can keep up to date with new technology and threats to your information and make sure our systems stay secure.
Keeping your information up to date
We want to make sure that any personal information we hold about you is accurate and up to date. Please contact us to correct or remove information you think is inaccurate.
What rights do you have over your data?
Data protection regulations give you clear rights over how your data is used by us. You can find out more detail about your rights by visiting the Information Commissioner’s Office website’s section on individual rights.
You have the right to request a copy of the information that we hold about you and where we are holding or using your information because you have given us your permission you can take away your permission at any time. This may however affect the services you receive. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
To do this you can:
- Email: info@leapwithus.org.uk or data@leapwithus.org.uk
- Write to: Bucks Data Exchange, c/o Leap, Coach House, Green Park, Stablebridge Road, Aston Clinton HP22 5NE
You also have the right to report concerns or complain about our handling of your data to the Information Commissioner’s Office. Details of how to do this can be found on its website.
Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 14th May 2022.
How can you contact us?
If you have any questions about our privacy policy or information we hold about you, you can:
- Email: info@leapwithus.org.uk or data@leapwithus.org.uk
- Write to: Bucks Data Exchange, c/o Leap, Coach House, Green Park, Stablebridge Road, Aston Clinton HP22 5NE
