Privacy Policy

Many Hands Privacy Policy

This policy sets out the basis on which any personal information we collect from you, or that you provide to us, through this website or otherwise in relation to the Many Hands Project, will be processed by us. Please read the policy carefully to understand our practices regarding your personal information and how we will treat it. By visiting and continuing to use this website you are consenting to the practices described in this policy.

We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).

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For the purposes of data protection law, the data controller in respect of personal information collected through this website, or that we otherwise collect in relation to the Many Hands Project, is the Lead Partner, The Academy for Contemporary Music Limited, Rodboro Buildings, Bridge Street, Guildford, GU1 4SB, Registered Company Number: 03217674.

We may share the information with other persons as described below.

This Policy

Many Hands is committed to protecting your privacy and security. This policy explains the types of personal information we collect from you, how and why we use your personal data and who we may disclose it to, to ensure you remain informed and in control of your information.

We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website, you’re agreeing to be bound by this privacy policy.​

You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us by emailing info@manyhandsproject.uk.

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We will never sell your personal data, and will only ever share it with organisations we work with where necessary and if its privacy and security are guaranteed.

Supplemental policies

The Many Hands Project is across ten partner institutions (details of which can be found here: https://www.manyhandsproject.uk/index.php/our-partners/). You can read more about how our project and its partners gather, store and use your data below.

Personal data we collect about you

We may collect, use, store and transfer different kinds of personal data about you, as follows:

• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender, details of your registered institution and course; image and/or voice captured through photography, filming or video/audio recording.

• Contact Data includes address, email address and telephone numbers of you and your next of kin.

1. 1. Health Data includes any personal data concerning your physical and mental health. 

• Well-being Data includes details about quality of life including your personal, mental and social well-being, relationships, employment, education and skills, environment. 

• Sensitive Identity Data includes your racial or ethnic origin, political opinions, religious or philosophical beliefs; and criminal convictions. 

• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

• Profile Data includes your username and password, your interests, preferences, feedback and survey responses.

• Usage Data includes information about how you use our website and services.

• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We collect your personal data in a number of ways and for various purposes. We have set out below, in a table format, a description of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

We also may collect personal data about you indirectly such as your browsing activity while on our website, usually using the technologies explained in our Cookie Policy. 

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

How we use your information

Under data protection law, we can only use your personal data if we have a proper reason such as: 

• where you have given consent – we will ask for your consent when processing your Personal Data, in particular if it relates to Health Data, Well-being Data and Sensitive Identity Data. You will indicate your consent by signing up for the Project as a mentor or mentee, attending our events and workshops and participating in the mentoring relationship; 
• enter into, or perform, a contract with you – processing your personal data where it is necessary for the performance of a contract or to take steps at your request before entering into such a contract;
• comply with a legal obligation – processing your personal data where it is necessary for compliance with a legal obligation that we are subject to;
• protect your vital interests – means processing of personal data necessary where we have to take immediate action in relation to your health and wellbeing which we cannot obtain your consent for example emergency medical care; or
• for our own (or a third party’s) legitimate interests, provided your rights don’t override the these – examples of legitimate interests including communicating with you regarding the Project, responding to your requests, compliance with law and public safety and improvement and development of the Project. 

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us. 

Marketing

We use personal data to communicate with people, to promote the Many Hands Project and to help with fundraising. This includes keeping you up to date with our news, updates, campaigns and fundraising information. 

We have a legitimate interest in using your personal data for marketing purposes as set out above. 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.

Marketing does not just mean offering things for sale, but also includes news and information about:

• our project;
• volunteering opportunities and how you can help transform the state of student mental health;
• our events, activities and local groups;
• services and offers (our own (e.g. training), and those of third parties which may interest you); and
• taking part in Many Hands evaluation and other research.

When you receive a communication, we may collect information about you respond to or interact with that communication, and this may affect how we communicate with you in future.

You have the right to opt out of receiving marketing communications at any time by contacting us at info@manyhandsproject.uk or using the “unsubscribe” link in emails. 

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

How we protect data

We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to, or use or disclosure of your personal information.

Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). Our partners’ staff also receive data protection training.

How your data is stored

We will keep your personal data secure at all times and use appropriate technologies, procedures and security features to try to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way. 

Your personal data will be stored by Many Hands partners (and other third parties who are connected with Many Hands) to administer, monitor and evaluate the Many Hands Project. How and where our partners store this information is detailed in the following section.

Some organisations which provide services to us (particularly IT providers) may transfer personal data outside of the UK, but we’ll only allow them to do this if your data is adequately protected.

Who might we share your personal data with?

By participating in the Many Hands Project you agree to your personal data being stored by its partners where necessary in order to support the delivery, monitoring and evaluation of the project, including:

• The seven Higher Education partner institutions – as part of the project, which are detailed here: https://www.manyhandsproject.uk/index.php/our-partners/. Information is gathered, shared and stored digitally with Student Services teams at each institution for programme administration/management.
• The Ambassador Platform Ltd (https://www.theambassadorplatform.com), Company Number 10367482. By participating in the Many Hands project and using TAP technology, mentors and mentees consent to TAP terms and conditions, including both privacy policies, which includes their personal data being stored digitally on the TAP dashboard – read here for more information: https://legal.theambassadorplatform.com/privacy/privacy-notice. 
• Applied Inspiration International Limited (http://www.appliedinspiration.co), UK Company Number 10257799. AI is the Many Hands project evaluator and will access a wide range of information in order to assess the impact of the project. All information is stored securely and digitally on Sharepoint. Some data is provided through Survey Monkey, access to which is granted only by the Company Director.
• Futureworks Training Ltd (https://futureworks.ac.uk) Company number 06032686. Futureworks manages the mentor programme on behalf of the partnership. Futureworks will only store information digitally: student application forms are on MS Forms; registrations of interest, references and other notes necessary for programme administration and management are in email and a spreadsheet on Onedrive. 
• Matrix College of Counselling and Psychotherapy (https://matrix.ac.uk) Company number 04406186. Matrix will store student information digitally via spreadsheets to administer training and student support activities such as attendance/performance to training events, workshops, mentoring sessions and other notes/observations.

However, we disclose only the personal information that is necessary to enable them to perform their funding, management, delivery or support role and we will not allow them to email you with any unconnected marketing.

You can read more about how our main service providers comply with GDPR through the following links: 

https://docs.microsoft.com/en-gb/legal/gdpr

https://www.gstatic.com/policies/terms/pdf/20200331/ba461e2f/google_terms_of_service_en_gb.pdf

If you have questions about our partner organisations, please get in touch at info@manyhandsproject.uk.

How long we store information

We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing emails, we will stop storing your emails for marketing purposes (though we’ll keep a record of your preference not to be emailed). We also would like to keep volunteer mentor and mentee information beyond the length of a project so we can keep in touch about our work, continue our relationship together and give volunteers the opportunity to get involved in other ways in the future.

We want to ensure that the personal information we collect from you is used to appropriately support our work together and considers any future dealings that you would like to have with us. For example, many people ask to receive references for their volunteer work. In these cases it is important we have the correct personal information on file. You can contact us at any time to ask us to remove or amend your personal information.

We continually review what information we hold and delete what is no longer required.

Keeping you in control

We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:

• the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
• the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
• the right to have inaccurate data rectified;
• the right to object to your data being used for marketing or profiling; and
• where technically feasible, you have the right to access your personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract.
• the right to withdraw consent for the processing of your personal data
• the right to have the personal information provided to us to be transferred to another organisation

Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.

If you wish to exercise any of these rights please email info@manyhandsproject.uk 

Use of ‘cookies’

Like many websites, we use “cookies”. “Cookies” are small pieces of information sent to and stored on your computer, phone or tablet to allow the website to recognise you when you visit. They collect statistical data about your browsing actions and patterns to improve the website, but do not identify you as an individual. It is possible to switch off cookies by setting your browser preferences.  Turning cookies off may result in loss of certain functions on this website.

How to contact us

If you have a query or concern about this privacy policy or our use of personal information or want to exercise any of the above rights regarding your personal information please contact info@manyhandsproject.uk

You can complain to Many Hands directly by using the contact details set out above. If you wish to make a complaint, which does not directly relate to your data protection and privacy rights, you can do so in accordance with our complaints policy, also on this web site.

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If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.

Last updated: 16/12/2021