Effective Date 19/10/2023
1. Introduction
Welcome to the Yorkshire 4×4 Response website. At Yorkshire 4×4 Response (“we,” “our,” or “us”), we are dedicated to safeguarding your privacy and ensuring compliance with the General Data Protection Regulation (GDPR) and other relevant data protection laws. This Privacy and GDPR Policy outlines how we collect, use, and protect your personal data, including data within our control systems.
2. Information We Collect
We may collect the following types of personal data from visitors to our website and members of Yorkshire 4×4 Response:
- Personal Information: Your name, contact information, emergency contact details, and any other information necessary for response operations.
- Log Data: Information such as your IP address, browser type, pages visited, and access times.
- Cookies: We use cookies to enhance your browsing experience. You can control cookie preferences in your web browser settings.
- Membership Information: If you join Yorkshire 4×4 Response, we will collect additional data, as outlined in Section 10.
- Control System Data: Information used in our control systems to coordinate response operations, including real-time location data, response status, and incident details.
3. How We Use Your Data
We use your personal data for various purposes, including:
- To manage and coordinate 4×4 response operations and communications.
- To provide and maintain our website and services.
- To communicate with you, including responding to inquiries, alerts, and updates related to response operations.
- To analyze and improve our website’s performance and user experience.
- To comply with legal obligations.
4. Data Security
We implement rigorous security measures to protect your personal data, including data within our control systems, from unauthorized access, disclosure, alteration, and destruction. Access to control systems is restricted to authorized personnel only. However, no data transmission over the internet or method of electronic storage is completely secure.
5. Data Sharing
We do not sell, trade, or rent your personal data or data within our control systems to third parties. Data within our control systems may be shared with third-party service providers who assist in response operations. We require these providers to adhere to data protection standards.
6. Your Rights
In addition to the rights outlined in Section 6, members of Yorkshire 4×4 Response have specific rights related to their data:
- You have the right to update your response group membership information at any time.
- You can control your communication preferences related to response operations and alerts.
- You can withdraw your membership, which may result in the removal of associated content and data in accordance with our operational procedures.
7. Third-Party Data
We may collect and process personal data of third parties, such as individuals requesting assistance. We handle this data with the utmost care, ensuring their rights and privacy are respected.
8. Third-Party Links
Our website may contain links to third-party websites. We do not control or endorse the content, practices, or privacy policies of these third-party websites. We recommend reviewing their privacy policies before providing any personal data.
9. Updates to this Policy
We may update this Privacy and GDPR Policy to reflect changes in our data processing practices or legal requirements. Any updates will be posted on our website.
10. Contact Us
If you have questions, concerns, or requests related to your personal data or this policy, please contact us at privacy@yr4x4r.com.
By visiting our website and becoming a member of Yorkshire 4×4 Response, you consent to the terms outlined in this Privacy and GDPR Policy. We are dedicated to protecting your privacy, ensuring data security, and coordinating efficient response operations.
10. Membership Information
If you become a member of Yorkshire 4×4 Response or create a user account on our website, we will collect and process additional information, including but not limited to:
- Username and Password: Your login credentials to access your member account on our website.
- Profile Information: Information you provide when setting up your member profile, such as your name, contact details, emergency contact information, and any optional information you choose to share.
- Membership Interactions: Data generated through your interactions on our website and during response operations, including incident details, real-time location data, and response statuses.
- Membership Preferences: Your communication preferences, notification settings, and preferences for sharing information with other members and response coordinators.
11. How We Use Member Data
In addition to the purposes outlined in Section 3, we use member data for:
- Providing access to your member account, including access to real-time response information and tools to coordinate operations effectively.
- Facilitating member-to-member interactions and engagement.
- Managing and moderating member-generated content and interactions.
- Offering personalized content and recommendations based on your membership activity and operational requirements.
- Administering and maintaining your membership account.
12. Member Rights and Controls
Members have specific rights and controls over their data, in addition to those outlined in Section 6:
- You have the right to update your member profile information, emergency contact details, and communication preferences at any time.
- You can control sharing and visibility settings for your member profile and interactions with other members.
- You can withdraw your membership, which may result in the removal of associated content and data in accordance with our operational procedures.
13. Membership Communications
As a member, you may receive communications related to your membership, account updates, alerts for response operations, and information about our services. You can manage your communication preferences in your account settings.
By becoming a member of Yorkshire 4×4 Response, you consent to the collection and use of your data as outlined in this Privacy and GDPR Policy. We are dedicated to safeguarding your privacy, ensuring data security, and coordinating efficient response operations within our membership community.
10. Data Collection for Service Users
In addition to the data collection practices outlined above for members, Yorkshire 4×4 Response also collects and processes personal data for both the users, and those individuals who use our services. This section provides information specific to data related to service users.
11. Data Collected for Service Users:
We may collect the following types of personal data from individuals who use our services:
- Personal Information: Names, contact information, and any other information necessary for providing the requested services.
- Service Usage Data: Information related to the use of our services, including service requests, response times, and incident details.
- These cover both contact information for those members of the service user who are responsible for maintaining the organisation agreements between themselves, and Yorkshire 4×4 Response, as well as those involved in actioning, activating or otherwise calling upon our services. We also collect data given to us by those organisations that is required to service the incident or support request, including personal data of those individuals involved.
12. We use service user data for the following purposes:
- Responding to service requests and coordinating response operations effectively.
- Maintaining records of service usage for quality assurance and improvement.
- Provide accurate and detailed invoicing
13. Data Security for Service User Data:
We apply strict security measures to protect service user data from unauthorised access, disclosure, alteration, and destruction.
14. Data Sharing for Service User Data:
Service User data is shared with relevant authorised personnel only. Predominantly this is our control team and the responder(s) tasked with that incident.
15. Rights and Controls for Employees and Service Users:
Service users have specific rights over their data, including the right to access, update, and rectify their information, subject to applicable legal requirements.
By using our services, individuals and organisations consent to the collection and use of their data as outlined in this Privacy and GDPR Policy.
This addition to your policy ensures that service users are aware of how their data is handled and provides them with information about their rights and controls over their personal information within the scope of your organisation operations.
14. Data Storage on Third-Party Systems
Yorkshire 4×4 Response acknowledges that certain personal data collected from members and service users may be stored on third-party systems with which we have agreements. These third-party systems are utilized to enhance our operations and provide specific services. This section outlines our approach to data storage on such systems:
15. Third-Party Data Storage:
We may store personal data on third-party systems to facilitate various aspects of our operations, including but not limited to:
- Hosting our website and related services.
- Managing member accounts and profiles.
- Managing service user details and contacts
- Processing invoices and financial data
- Supporting service delivery and response coordination.
16. Third-Party Agreements:
We enter into agreements with these third-party providers to ensure they meet stringent data protection and security standards. These agreements include provisions that require these providers to:
- Safeguard personal data with the same level of care as we do.
- Only use the data for the purposes specified in our agreements.
- Comply with applicable data protection laws and regulations.
17. Data Security on Third-Party Systems:
While we take measures to protect personal data on third-party systems, we recognise that the security of these systems also depends on the practices and policies of the third-party providers. We regularly review these practices and policies to ensure their suitability.
18. Your Rights Regarding Third-Party Data Storage:
Individuals’ rights with respect to their data remain the same when data is stored on third-party systems. You can still exercise your rights as outlined in this Privacy and GDPR Policy, and we will work with our third-party providers to ensure those rights are respected.
19. Changes to Third-Party Providers:
In the event of changes to our third-party providers, we will update this Privacy and GDPR Policy accordingly and notify affected individuals, if necessary.
By using our services or becoming a member or service user of Yorkshire 4×4 Response, you consent to the storage of your data on third-party systems as described in this Privacy and GDPR Policy.