Privacy Policy

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Privacy Policy

This privacy notice tells you what to expect when the Computer Aid International collects personal information. It applies to information we collect about:

  • visitors to our websites
  • complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry
  • people who use our services, eg who subscribe to our newsletter or fill out our online computer application form, computer collection form, ZubaBox form or cartridge and mobile phone forms
  • people who contact us under the Data Protection Act
  • job applicants and our current and former employees

Visitors to our websites

When someone visits www.computeraid.org we collect standard internet log information and details of
visitor behaviour patterns. We do this to find out things such as the number of visitors to the various
parts of the site. We collect this information in a way which does not identify anyone. We will not
associate any data gathered from this site with any personally identifying information from any source.
If we do want to collect personally identifiable information through our website, we will be up front
about this. We will make it clear when we collect personal information and will explain what we intend
to do with it.

Use of cookies by the Computer Aid

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

One of the cookies we use is essential for parts of the site to operate and has already been set (see ‘Essential site cookie’ below). A second cookie (see ‘Content Management System cookie’ below) is set on a small number of users’ machines, depending on the browser they use, when they arrive at the Computer Aid International site. We do not use this cookie for any purpose. You may delete and block all cookies from this site, but parts of the site will not work.

Category 2: performance cookies

These cookies collect information about how visitors use our website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don't collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how our website works.

"By using our website, you agree that we can place these types of cookies on your device."

List of cookies:

Name: Session
What they do: This is needed for the website to run on a Windows server, it does not collect any information about the user.
Duration: expires at the end of use

Name: Google Analytics
What they do: Google Analytics sets cookies to help us accurately estimate the number of visitors to the website and volumes of usage. This is to ensure that the service is available when you want it and fast.
Duration:
Utma - this expires after 2 years
Utmb - expires after 1 hour
Utmc - session cookie which expires at the end of use
Utmz - expires after 6 months

Category 3: functionality cookies

These cookies allow the website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. For instance, a website may be able to provide you with local weather reports or traffic news by storing in a cookie the region in which you are currently located.

These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog.

The information these cookies collect are anonymised and they cannot track your browsing activity on other websites.

“By using our website, you agree that we can place these types of cookies on your device.”

List of cookies:

Name: Sifr
What they do: These are flash fonts that are used on the website to create an enhanced look. These do not collect any information about the user.
Duration: expires at the end of use

Name: maps.google.co.uk
What they do: This cookie allows Google to place a map on the website with a fixed place for you to see. This does not collect any information about the user.
Duration:
SNID expires after 6 months
NID: expires after 6 months
PREF: expires after 2 years
Khcookie –expires at the end of session
Testcookies expires at the end of session

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutads.info/choices/ or www.allaboutcookies.org

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout

Search engine

The search engine on our website is designed to be as powerful and easy to use as the popular search engine Google. The search is made possible by a piece of hardware (a search ‘appliance’) supplied by Google that is plugged into our server and continuously indexes the content on our site. All search requests are handled by the appliance and the information is not passed on to any third party, including Google.

People who make a complaint to us

When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide. We do compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for four years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide. When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not, identify any complainants unless the details have already been made public.

People who use Computer Aid’s services

Computer Aid offers various services to the public. For example, we send out quarterly e-newsletters
out of our work. We have to hold the details of the people who have requested the service in order to
provide it. However, we only use these details to provide the service the person has requested and for
other closely related purposes. For example, we might use information about people who have
requested a publication to carry out a survey to find out if they are happy with the level of service they
received from us. When people do subscribe to our services, they can cancel their subscription at any
time and are always given an easy way of doing this.

Job applicants, current and former Computer Aid employees

When individuals apply to work at Computer Aid, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.

Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data.

Once a person has taken up employment with the Computer Aid, we will compile a file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment. Once their employment with Computer Aid has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete it.

Complaints or queries

Computer Aid tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures./p>

Access to personal information

Computer Aid tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  1. give you a description of it;
  2. tell you why we are holding it;
  3. tell you who it could be disclosed to;
  4. and let you have a copy of the information in an intelligible form.

To make a request to Computer Aid for any personal information we may hold you need to put the request in writing addressing it Anja ffrench, Director of Marketing and Communications at Computer Aid.

If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone. If we do hold information about you,

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 6 June 2012.