Reunite Families UK Privacy Notice

Our Contact Details

Name: Reunite Families UK

E-mail: hello@reunitefamiliesuk.co.uk

Website: www.reunitefamiliesuk.co.uk

Reunite Families UK CIC (together, “We” or “Our” or “Us” or “RFUK” or “Reunite Families UK”) welcomes you to its website (the “Site”). This Privacy Notice (this “Notice”) explains what information We collect from and about Our volunteers, Our members, Site users, and how We use that information. We collect, use and are responsible for personal data you chose to share with us. When We do so, We are subject to the UK General Data Protection Regulation (“UK GDPR”). We are also subject to the EU General Data Protection Regulation (“EU GDPR”) in relation to services We offer to individuals in the European Economic Area (“EEA”) (together the “GDPR”).

Please read this Notice carefully before using the site or sharing your personal information with us in any way. Your use of any part of the site or sharing your personal data with us constitutes acceptance of and agreement to this Notice.

We reserve the right to modify, alter or otherwise update this Notice at any time, without prior notice, by posting any such modified, altered or updated version of this Notice on the Site. We encourage You to check this page each time You use the Site.

The Type of Personal Information We Collect and Process

The type of personal information We collect about you depends on your relationship with Us. We may collect the following information about you:

• Details of individuals who are being supported by RFUK or have reached out to RFUK, these include (name, date of birth, gender, immigration status, address/location information, contact information including email address and telephone number, visa information (including status and visa number), family information (spouse and children), testimonials regarding your situation, and where applicable We may also collect medical information, photographs, videos and any other images you may provide). This may include children’s personal data.
• Details of Our employees or volunteers or from related organisations that We work with to support the services provided by Us. This may include basic personal details such as name, date of birth, gender, immigration status, address, email address, telephone number, employer details and career history (where relevant).
• Technical information that We automatically collect when you visit Our website such as the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, and information about your visit.

Under the GDPR, information about your mental and physical health, racial and ethnic origins, sex life, sexual orientation and religion are classified as special category data. We will ensure We are permitted to process and collect such special category data under data protection laws, e.g.: We have Your explicit consent; processing is necessary for employment or social protection reasons; processing is necessary to protect the vital interests of a data subject who is unable to provide consent; processing is necessary for the establishment, exercise or defence of legal claims.

How We Get Your Personal Information and Why We Collect It

We collect personal information from you directly, such as when We provide Our services to you or when you reach out to Us, or We may collect it indirectly, such as your browsing activity while you use Our website, referrals and signposting from other organisations, or from another individual e.g. your spouse who has reached out for Our assistance.

Personal information We process is collected directly via:

• Reunite Families UK website;
• Reunite Families UK private Facebook online communityg. via posts or direct messaging members;
• When you contact Us via Our email at hello@reunitefamiliesuk.co.uk;
• When you sign up to Our mailing list;
• When you sign up to volunteer or work at Our organisation;
• When you sign up for media engagements through Our Google Forms;
• When you engage with Us on social media.

It is provided to Us directly by you for one of the following reasons:

• To assist and support you in providing Our servicesg. with visa applications;
• To communicate with you regarding immigration updates and updates on your case/application;
• To share news/upcoming events/press opportunities/ calls for evidence;
• To further academic research in relation to the impacts of migration;
• To create social media campaigns relating to family migration and the wider immigration issues;
• To determine issues facing individuals relating to family migration to inform RFUK campaigns, awareness raising, service provision and research;
• For public notice and lobbying purposes, such as, to enable RFUK to communicate general issues and trends relating to family migration to the Home Office, MPs and press to build awareness of the realities facing individuals;
• To analyse your interactions with Us, and improve Our services, programs, and other offerings;
• To set up and organise events for Our private Facebook online community and those who use or support Our services; and
• Safeguarding reasons
• To comply with any legal or regulatory obligations such as to protect RFUK against fraud or money laundering.

We may also receive personal information indirectly:

• Organisations or individuals signposting to Reunite Families UK;
• Our website;
• From your spouse or family member who has reached out for assistance from Us;
• Safeguarding reports.

Under the GDPR, We will only use your information fairly so long as We have a legal basis and this is not overridden by your own rights and interests, for example:

• This means you have given clear consent for Us to process your personal data for a specific purpose. You are able to remove your consent at any time. You can do this by contacting hello@reunitefamiliesuk.co.uk;
• To provide Our services;
• To comply with Our legal and regulatory obligations;
• Processing is necessary in order to protect the vital interests of a data subject;
• Processing is necessary for the performance of a task carried out in the public interest; or
• For Our legitimate interests or those of a third party.

Who We Share Your Information With

We may share your personal information, only where We have a legal basis to do so (including where you have provided your specific consent), with:

• Organisations who can assist or support with migration issues or to safeguard Your interests e.g. other charities;
• Members of Parliament;
• Legal and immigration professionals;
• Academics or research professionals;
• The Home Office or other UK Government or public agencies;
• Any third parties that We may use to help deliver Our services to you; and
• Press/media organisations.

Any personal data shared with such third parties is limited to the personal data required by them to perform the services. Any use for other purposes is strictly prohibited.  We only allow these third parties to handle your personal data if We are satisfied they take appropriate measures to protect your personal data.

Marketing

We may use your personal information data to send you updates by email about Our events, callouts for media engagement or research participation, and other organisational activity.

We may have a legitimate interest in using your personal data provided to us for marketing purposes (see above ‘How We Get Your Personal Information and Why We Collect It’). This means We do not need your consent to send you marketing information. If We change Our marketing approach in the future so that consent is needed, We will ask for this separately and clearly.

We hope that all Our recipients enjoy receiving these communications, however, you have the right to opt out of receiving marketing communications at any time by contacting Us at hello@reunitefamiliesuk.co.uk. You can also update your marketing preferences using this link or unsubscribe using this link. However, if you opt out of receiving communications from us you will not receive any updates from us including updates about Our services, events or other relevant information.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.

For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.

How We Store Your Personal Information

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Notice. Data security is of great importance to Us and We take steps to limit access to personal data.  We have put in place suitable physical and electronic procedures to safeguard and secure personal data provided to Us.

Data Retention

We will not keep your personal data for longer than We need it for the purpose for which it is used and applies.  The retention period will be determined by various criteria including (i) the purpose for which We are using it, and (ii) applicable laws or regulations, which may set a minimum period for which We have to retain personal data.

We may anonymise your personal so that it can no longer be associated with you and We may use such anonymised information without further notice to you.

Cookies

Our website uses “cookie” technology.  A cookie is a small text file which is placed onto your device (e.g. computer, smartphone or other electronic device) when you use Our website.  We may use cookies to distinguish you from other visitors, track your IP address and usage of Our site.  We do not otherwise track any information about your use of other websites. Non-Personal Data or anonymised/pseudonymised information obtained through cookies may be shared with or obtained by service providers on Our behalf.

A “session cookie” expires immediately when you end your session (i.e., close your browser); when you visit Our website, We will use session cookies to store login information and for e-commerce transactions (i.e. your donations).

We will ask for your consent to place cookies or other similar technologies on your device, except where they are essential for Us to provide you with a service that you have requested.

You can disable non-essential cookies at any time by using your browser options (usually found in the “Privacy” and/or “Security” settings).  It may be necessary to refresh the page for the updated settings to take effect. This may cause the cookie preferences banner to reappear, letting you update your preferences. Please note, if you do not want to accept cookies, you may lose some of the functionality of Our website.

All cookies used by this Site are used in accordance with the Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (amendment) Regulations 2011.

You can find out more about cookies by following this link: https://ico.org.uk/for-the-public/online/cookies/.

Your Data Protection Rights

Under data protection law, you have rights including:

1. Your right to be informed – You have the right to be given clear, transparent and free information about how your data will be used.
2. Your right of access – You have the right to ask us for copies of your personal
3. Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
4. Your right to erasure – You have the right to ask us to erase your personal information in certain
5. Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
6. Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
7. 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, in certain circumstances.

If you make a request, We will endeavor to get back to you as soon as possible and in any event within one month. Please contact us at hello@reunitefamiliesuk.co.uk if you wish to make a request. When contacting us please:

• provide enough information to identify yourself and any additional identity information We may reasonably request from you; and
• let us know which right(s) you want to exercise and the information to which your request relates.

For further information on your rights, including the circumstances in which they do or do not apply, you may find it helpful to refer to the guidance from the UK Information Commissioner on your rights under the UK GDPR.

How To Complain

If you have any concerns about Our use of your personal information, you can make a complaint to us at hello@reunitefamiliesuk.co.uk.

You can also complain to the ICO if you are unhappy with how We have used your data. The ICO’s address:

Information Commissioner’s Office

Wycliffe House
Water Lane Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

How to Contact Us

Please contact us if you have any queries or concerns about Our use of your personal information. You can contact Us by email if you have any questions about this Notice or the information We hold about you, to exercise a right under data protection law or to make a complaint.

Please send an email to hello@reunitefamiliesuk.co.uk.