The type of data we collect depends on why we are processing your data. The data provided will typically be used for conducting casework, for fulfilling reporting, monitoring and audit requirements to our funders, and to request feedback from you about the service you received.
We only use your data for the purposes for which it was provided. For instance:
Casework and Legal Advice
We maintain records of personal data, including special categories of personal data, as part of our legal advice and casework provision. This will include contact information as well as sensitive information about your case, provided directly from you, and/or via requests to the Home Office and any former legal representatives acting on your behalf. This data is collected in order for us to fully support you with your case, on the basis of our contract with you. When collecting this data we will clearly explain your rights to access this data, our privacy policy and how this data will be used. Where we collect data from people under the age of 18, we will ensure that this privacy notice and consent request is given in easy to understand language, and that appropriate additional provisions are in place.
You have the right to request access to this data in a format easily used; and the right to withdraw your consent for us to maintain this data. However, there are some circumstances where we will have the right to retain your data on the basis of our legitimate interests.
All legal advice and casework is recorded on AdvicePro, a web-based case management system based in the UK. AdvicePro will act as a data processer of this data. We will ensure that all personal data that is recorded through AdvicePro is accurate and will only record necessary, relevant information. Having reviewed AdvicePro’s privacy policy, we believe there are adequate security measures in place for the protection of personal data. You can review AdvicePro’s privacy policy here: https://www.advicepro.org.uk/privacy-policy/
Supporters
We maintain a database of supporters. This includes contact information and is managed through CiviCRM, for the purpose of sending e-bulletins about the work of the Greater Manchester Immigration Aid Unit. You will have subscribed to or have opted in to being included in this database.
CiviCRM is based in the US and therefore your data (name and email address) is transferred outside of the EU. However, we believe that, given the limited nature of the data being transferred, the US-EU Privacy Shield provides adequate data security and protection.
We also maintain records of other supporters, including external media partners, on Excel sheets. This data is restricted to contact data that has been shared with us by you as the data subject; you have the right to request access to or deletion of this data.
If you are no longer happy for us to hold your details, at any time you can stop receiving emails from us by unsubscribing from the list, or updating your mailing preferences.
Donors
We accept donations through JustGiving, a donations portal. Donor data is stored by JustGiving and we do not receive any personal data. However, we can log in to our JustGiving account to see the donor data, except for payment details, which we cannot see at all. Full details of the JustGiving privacy policy can be found at: https://justgiving-charity-support.zendesk.com/hc/en-us/sections/360000284793-GDPR-updates-on-JustGiving
When you visit the website
The Greater Manchester Immigration Aid Unit uses Google Analytics and cookies in order to analyse how the website is used and improve our service and your user experience. Aside from the approximate location (IP address), the information collected by Google Analytics is mostly anonymous and relates to site traffic, including browser information, device information and language.
When you browse our website, we do not collect additional information, such as your age, gender, interests, bank details or clickstream. However, when you contact us via the website, we do collect personal information about you.
Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.
Use of Cookies
A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. Find out more about cookies on www.allaboutcookies.org. We use cookies to identify you when you visit this website and to keep track of your browsing patterns and build up a demographic profile. Most browsers will allow you to turn off cookies. If you want to know how to do this please look at the menu on your browser, or look at the instruction on www.allaboutcookies.org. Please note however that turning off cookies will restrict your use of our website.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
The website contact form
If you have used the form on our website to submit an enquiry – for example, to request legal advice, ask about volunteering, a media enquiry, a general enquiry, or report issues with the website – then we may collect your first/last name, email address, telephone number and your nearest town, along with details of your enquiry.
We only ask what is required in order to provide assistance on what you have requested. Queries submitted to ask for legal advice do often contain confidential and sensitive information. We record enquiries on paper files and in Excel spreadsheets; these are retained by GMIAU and we aim to confidentially destroy these within 18 months. We do not share data from these enquiries with any other party. Additional personal data may be given via applications and enquiries about volunteering with GMIAU. We aim to confidentially destroy any initial enquiries that do not lead to a volunteering relationship within 18 months of the enquiry.
Personal data supplied by potential volunteers on the application form sent through the website form or email are maintained on Excel sheets and the application form is maintained in hard files. When you complete this form you will be informed of how this data will be used and maintained, and informed of your right to request access to, or to withdraw, this data.
Personal data in respect of sole traders and partnerships
Some freelance workers, consultants and service users fall into this category. We only collect as much data as needed to facilitate the agreement (typically provision of services to GMIAU or to render services to a customer by nature of our business relationship e.g. training and events) with them. We will hold this data until we no longer consider it relevant for the purpose it was originally collected. Until then we have a legitimate interest in keeping this information on our systems by nature of our business relationship.