PRIVACY NOTICE
At Every One Every Day, we are committed to protecting and respecting your privacy.
This privacy notice explains when and why we collect personal information about people who attend our events and people who have chosen to take part in our research.
We may need to make changes to this notice and will provide an up to date notice in our shops and online. Any questions regarding this notice should be sent by email to ruchit@participatorycity.org or by visiting one of our shops.
What is Every One Every Day?
Every One Every Day (EOED) is a really ambitious programme launched by the Participatory City Foundation. The Participatory City Foundation is a registered charity (number 1175174) and company limited by guarantee (number 10670149). The registered address is Ladybrook, Burgh Hill, Bamshott, Liphook, GU30 7RQ.
Every One Every Day has local residents of the London Borough of Barking and Dagenham at its heart. We know Barking and Dagenham is a vibrant place to live and work.
Our ambition is to make it easier for neighbours to spend time together, doing practical and useful everyday things we all enjoy.
Why do we collect information about you?
Communication and updates: we collect your contact information to be able to send relevant communication regarding events we are hosting. If you have agreed to be contacted, then we will use the channel you have agreed to, i.e. by email, phone call or similar technology. If at any time you no longer wish to receive any communication, please let us know and we will not contact you further, unless there is a legal obligation to do so.
Making the EOED initiative work for you: the main aim of the EOED program is to make it work for the residents of Barking and Dagenham. This means we will request your feedback. We will produce quarterly developmental evaluation reports to help shape the project as it unfolds.
Evaluation on benefits of participation: Evaluation is an important component of EOED. If you agree to be part of our evaluation, we would like to be able to ask you questions about how the EOED programme has benefited you in your daily life. We will invite you to participate in occasional informal interviews, group discussions, and surveys. Your answers to these surveys will be anonymised. You can withdraw your consent or participation from the project at any time.
Who do we share your personal information with?
We may disclose information about you to any of our employees, officers, agents, suppliers or subcontractors as far as it is reasonably necessary for the purposes as set out in this privacy policy. We may also disclose your personal information:
to the extent that we are required to do so by law;
in connection with any legal proceedings or prospective legal proceedings;
in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
Data Controller & Processors
To be able to inform EOED participants about events that we are hosting, as well as to be able to evaluate the impact of EOED, Participatory City Foundation collects and holds a series of data, as described in its asset register. Participatory City Foundation is the Data Controller of all the data that it collects. Participatory City Foundation is currently the only processor of the data it collects.
EOED project is due to be completed in 2022. Until then, Participatory City Foundation plans to collaborate and share data with the following organisations in the following ways:
The London Borough of Barking and Dagenham: The council is the main collaborator of Participatory City, and one of the five funders of the EOED project. They operate under a written agreement, however data sharing with specific teams and organisations of the council will require further data sharing agreements. This is assessed as a Legitimate Interest for Data Sharing as set out in the Data Protection Act 2018.
An academic Institution (TBD) that will be hired as an external evaluator: Participatory City Foundation will hire an academic institution to be its external evaluator by the end of the project. Through the contract between the two parties, data sharing agreements will become explicit and the external evaluator will become a data processor.
Other research organisations (TBD): In the case that Participatory City Foundation decides to collaborate with another organisation or part of the council, it will define data sharing agreements and will include potential collaborators in its privacy notice.
Except as provided in this privacy policy, we will not provide your information to third parties.
What information do we collect?
During your participation in the EOED programme, we may collect, store, and use the following kinds of personal information about you:
Contact information: this includes the information that you provided when you registered to the EOED project (i.e. name, surname, email, phone number, address, postcode).
Diversity Data: we may ask you to fill in a diversity survey with information about your age, gender, ethnicity, working status, and religion. This allows us to make sure we are reaching everyone in the borough. You do not have to provide this information to use the service.
Frequency and type of interaction: the number of times you have used our services, how you have interacted with our team; such as visiting one of our EOED shops, calling or emailing the EOED team, attending any events and projects we have organised and hosted through the EOED programme. We keep daily notes of the type and level of involvement all participants have with the project. This is to allow us to tailor the project to meet the needs of the participants.
Interviews, surveys and workshops: we may ask you if you would like to participate in any interviews, workshops and surveys during your participation in the EOED programme. The questions asked through the interviews will be around your EOED experience and the potential effects it has had on your personal development regarding the following aspects of your life: education, employment, community perception, environmental action, mental and physical health. You do not have to take part in this and we will ask for your permission before we collect any further data unless you have already consented to this.
How and by whom is your personal information collected and who has access to it?
Employees of the Participatory City Foundation, might collect your personal information as mentioned above under what information do we collect?
Further personal information shared specifically through interviews, workshops, and surveys will be collected and accessible to the employees of the Participatory City Foundations’ School Department. Interviews and workshops might be audio recorded for later use. In such case, audio recordings will be transcribed, and data will be anonymised.
In what ways do we publish and share your data?
Evaluation outcomes will be published through quarterly and annual reporting. The reports can be accessed in our shops or online. The reports will not include personal information. We might share personal data with other academic or research organisations if you have provided consent for this purpose. We will list any organisations who will receive any data prior to collecting it.
Are there any potential risks?
When you give us personal information, we take steps to treat it securely. Any information we collect will be held in our secure systems or in a locked cabinet.
Know your rights
You have a choice about if you wish to be contacted by us and if you wish for us to use any of your personal data for our research purposes. We will not contact you or use your data for research unless you have given your consent. You can change your preference at any time by contacting us by any of the following methods:
Drop by our Every One Every Day Shops at
55-59 Ripple Road, Barking, London, IG11 7NT
Marks Gate, 111 Rose Lane, Romford RM6 5NR
Unit 11, The Mall, Heathway, Dagenham, RM10 8REEveryone’s Warehouse at
Everyone’s Warehouse, 47 Thames Road, Barking, IG11 0HQ