Privacy Policy
How we collect, use, and protect your personal data
Cambridge Online is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains what information we collect, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR).
What is Personal Data?
Personal data means any information that can identify you as a living individual — such as your name, address, phone number, or email address.
How We Collect Your Data
We may collect your personal information when you:
- Apply for a job or volunteering opportunity
- Make a donation
- Use our services
- Submit an enquiry
- Give consent for others (e.g. support workers) to share your information with us
The information you give may include:
- Contact details (e.g. name, address, phone, email)
- Demographic information (e.g. age group, ethnicity)
- Service use details (e.g. what support you received, when and where)
- Employment or financial info (if requesting devices or data)
- Emergency contact info (for volunteers or work experience)
- Learning goals or any barriers to learning
We only collect what we need to provide our services or respond to your requests.
What We Do With Your Data
We use your data to:
- Deliver our services to you
- Contact you with relevant information
- Process job or volunteer applications
- Manage employment records
- Maintain service quality and improve our work
We never share your personal data without your permission unless required by law.
Types of Information We Process
We may process information about:
- Service users
- Supporters (e.g. donors)
- Volunteers, staff, and trustees
- Special category data (e.g. health, ethnicity) with your consent or where legally allowed
Job Applicants and Staff
If you apply for a job, we use your data to manage recruitment. Unsuccessful applicant data is kept for 6 months before being deleted.
If hired, your employment data is stored securely and kept only as long as necessary under our policies.
Security of Your Data
We use appropriate technical and organisational measures to keep your data safe from loss, misuse or unauthorised access.
Cookies and Website Use
We use a UK-based hosting provider, Krystal, to manage our websites. Some anonymous technical data (like IP address and browser type) is collected for analytics to help improve the site.
Cookies help our website function. There are two types:
- Session cookies: Temporary and deleted when you leave the site
- Persistent cookies: Save preferences like language settings
We do not store personal information in cookies unless you give us explicit permission.
Social Media
If you contact us via social media, we will respond to your message, but we will not store or use your details for other purposes.
Use of Photos, Videos and Testimonials
If you use our services, we may ask for your consent to use:
- Photos or videos of you
- Audio recordings
- Quotes or case studies
We may use this content:
- On our website or social media
- In printed materials or presentations
- In the press or on radio
You can opt in or out of any use. Consent typically lasts 5 years, but you can withdraw it anytime. We’ll stop future use and do our best to remove content already shared — though this may not always be possible for materials already published.
Your Rights Under GDPR
You have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate data
- Request deletion of your data (in certain cases)
- Change how we contact you (email, phone, post, etc.)
- Withdraw consent at any time
To exercise your rights, contact us by email or letter (details below), or use our data removal request form.
Contact Us
If you have any questions or want to request or update your data:
Email: help@cambridgeonline.org.uk
Address: Cambridge Online, Allia Future Business Centre, Kings Hedges Road, Cambridge, CB4 2HY
For more information about your rights, visit ico.org.uk
Our ICO registration number is: Z732326X
Who we are
Suggested text: Our website address is: https://cambridgeonline.org.uk.
Comments
Suggested text: When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
Suggested text: If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
Suggested text: If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select "Remember Me", your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
Suggested text: If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
Suggested text: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
Suggested text: If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data is sent
Suggested text: Visitor comments may be checked through an automated spam detection service.
Want to Remove Your Data?
You can request to have your personal data removed from our systems at any time.