Privacy Statement

At PyroTalks CIC we need to store and process personal data (information about you as an individual) to support the smooth running of the CIC and ensure that we can continue to provide our services. This document explains what types of personal data we collect, what we do with that information, who has access to it and your rights as a data subject (someone whose data we hold).

What information do we collect?

We collect personal information about different groups of people, including:

  • Clients (people we support)

  • Speakers

  • Volunteers

  • Existing and potential supporters and donors 

If you fit one or more of these categories we may hold a range of personal data, including some or all of the following:

  • Your name, address and contact details, including email address and telephone number, social media profiles, date of birth and gender where providedPhotographs you have provided, for example, if you’re a speaker and wish for your bio to be shared

  • Equal opportunities monitoring information, including information about your ethnic origin, sexual orientation, you have provided

  • Details of your qualifications, skills, experience and employment history, for example for prospective speakers or current speakers, or participants of training

  • Results of Disclosure & Barring Service (DBS) checks including information about your criminal record, for potential volunteersInformation about the support provided to you by PyroTalks CIC, like volunteering or as a speaker

  • Information and feedback you provide during or after your course of support, including any problems you were experiencing, your reasons for seeking our help and the difference it has made

  • Records of any communication between you and members of the PyroTalks CIC team, e.g. a conversation thread saved automatically in any email browser

  • Gift Aid declarations for donorsInformation about any donations, fundraising or other support you have provided to PyroTalks CIC

How do we collect personal data?

The organisation will collect information about you in a variety of ways, including:

  • Directly from you

  • Through desk-based research using publicly-available and accessible sources, like searching for new speakers or participants

  • From other people and organisations which have pre-existing relationships with both you and PyroTalks CIC

  • With your permission from other people and organisations e.g. for the purpose of gathering references or performing DBS checks 

What do we do with your data?

Depending on your relationship with PyroTalks CIC we may use your personal data for some or all of the following purposes:

  • Sending you news about our services, volunteering opportunities and ways to support us, including through fundraising, or participation as a speaker

  • Gathering references and performing DBS checks

  • Analysing indicators of businesses or individual professional interests, such as professional experience, charity support, to help prioritise our knowledge provision efforts to effectively use our resources and staff time

  • Analysing information for due diligence purposes to ensure that if a donation or relationship is pledged, asked for or accepted there is no ethical, reputational or organisational risk to PyroTalks CIC

  • Analysing and reporting the impact of our services e.g. in our annual reportPromoting PyroTalks CIC services, volunteering and fundraising opportunities in print, online and through the media

  • Accounting and financial monitoring

  • Processing Gift Aid claims

  • Analysing the support and donations we receive to help us to better target our marketing and as part of developing our plans and strategies 

In some cases we are required to store and process your personal data. In particular we have a legal obligation to keep information relating to any donations you have made or fundraising you have undertaken, and to store the results of DBS checks.

In other cases we will ask your consent to store and process your personal information. In particular we will always ask for your consent before sharing anything publicly (e.g. through our website or the local press) which identifies you by, such as announcing you as a speaker, or the support you have received from PyroTalks CIC, such as sharing the receiver of a free ticket to our training and how it benefited them, to help popularise our support.

Where neither of these options applies we are storing and processing your data based on a Legitimate Interest as described in the General Data Protection Regulation. Your personal data allows us to:

  • Plan for the future and ensure we have the staffing and financial capacity to meet the demand for our servicesContinue improving our services so that we always offer the best possible support

  • Effectively promote PyroTalks CIC to ensure that as many local people as possible can benefit from our support

  • Encourage more people and businesses to support PyroTalks CIC and allow us to grow and be there for more local families

  • Improve the experience of supporting PyroTalks CIC and ensure that you always know where your money is going

  • Protect our organisation against ethical, reputational and organisational risk 

Some of the information we may hold (e.g. information about your religion or sexuality) is considered to be ‘special category data’ under the General Data Protection Regulation. We will only collect and process this information with your specific consent, if we have a legal obligation to do so or if it is necessary to allow us to support you safely.

We will keep your data for only as long as we have a legal obligation, your consent or a Legitimate Interest to do so.

Who has access to your data?

Your personal information may be stored electronically. In either case access to this data will be restricted to only those PyroTalks CIC staff members and volunteers who need it in order to effectively carry out their role.

Occasionally we may need to share your data with organisations which provide services to PyroTalks CIC, such as IT or database maintenance, or with organisations we work with to deliver our own services, like in person or online conference venues. We will always share as little data as possible and require them to commit to maintain the confidentiality of your information, and to take the same level of care to protect and secure it which we would take ourselves.

We may also share your data with other external people and organisations, for instance to obtain references, carry out DBS checks. We will do so only if we are legally obliged to or with your specific consent.

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data

  • Require us to transfer your data to another organisation

  • Require us to change incorrect or incomplete data

  • Require us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing

  • Object to the processing of your data where we are relying on our legitimate interests as the legal basis for processing 

You can exercise these rights by calling emailing hello@pyrotalks.com. You can also use these contact details to update or withdraw any consent to data storage and processing which you have previously given us.

Data Controller: PyroTalks CIC, 71-75, Shelton Street, London, England, WC2H 9JQ 

Last Updated: March 2020 

Community Interest Company Number: 12507237