Sheffield Social Enterprise Network (SSEN) takes the privacy of our network and members very seriously and aims to communicate our policies in the easiest and more transparent way.

This Privacy Policy sets out to sum up our GDPR and Data Protection Policy in an accessible way to our members and network. You can read our full GDPR and Data Protection policy here.

In processing your data we make sure that we are able to demonstrate a clear lawful basis according to the GDPR legislation and the lawful bases for processing data, which can be found here at the ICO website.

What information do we collect about you?

The Sheffield Social Enterprise Network (SSEN) collects personal information when you complete an application for membership or access one of our services. We aim to only ask for the information that enables us to support you in your membership or advocacy for the sector. As well as the data listed below, we may also ask for monitoring data around ethnicity, gender, age, education. Such data will always be optional for you to give us, but where it is provided, it helps us to make sure we are truly representing the sector, being diverse and inclusive and gives us a stronger understand about the sector, aiding us with representing social enterprise and using the data generically to engage with funders.

We may collect the following information from those in our network or membership:

• Name

• Email Address

• Business/Organisation Name

• Business website and social media handle

• Job Title (if relevant)

• Sector that you/your social enterprise work in

• Business Address

• Contact Number(s)

• Contact methods you would like us to use when we contact you in regards to our services.

• Consent for us to send marketing information on other services we think will benefit you.

• Consent to receive SSEN news

• Consent to use your social enterprise as a case study in our advocacy work (this may be collected periodically).

• Consent for using photos for marketing and to share case studies

• Consent for using videos for marketing and to share case studies

• How you heard about us

• Whether you are a registered member with SEUK (this helps us to work in better partnership with SEUK and make sure you are represented and supported locally as well as nationally)

• Payment details for membership and other services

• Emails or messages (including text, whatsapp, phone, social media) sent to us or any of our team

How will we use the information about you?

Personal information you provide to the Sheffield Social Enterprise Network will be used for the purposes of administering your membership and for you to be informed about membership news, events and opportunities. We will also use monitoring information (such as gender, age, ethnicity) to help us with discussions with our partners, funders and those that we lobby on behalf of the Sheffield City Region Social Enterprises. Where such information is used we will keep it anonymous, unless we have sought further consent to use you as a case study.

The Sheffield Social Enterprise Network may also share your information with trusted partners who are delivering membership services on the Sheffield Social Enterprise Network’s behalf, or where we are a part of a consortium of partners working for the benefit of social enterprise. Such sharing of data may depend on whether you are engaging with us through particular partnership services or programmes. Where you are not engaging in such services or programmes we would seek further consent before sharing your data with any of our partners below. Current programmes and partners include:

• Social Enterprise Exchange (see www.socentxchange.net for full list of organisations we work with in this partnership)

• The Sheffield Partnership for Jobs and Skills – Partners include; Sheffield Chamber of Commerce, Sheffield Hallam University, South Yorkshire Housing Association, Voluntary Action Sheffield, Sheffield Digital, Sheffield City Council.

• Social Enterprise UK

Legitimate Interest

We sometimes process data under the lawful basis Legitimate Interest. This may include using data we hold from social enterprises anonymously to share with our partners listed above. This might include data around the number of social enterprises in a certain area, data on leadership, such as gender age brackets and ethnicity. Such data will be generic and  with the intention of improving the services we deliver to social enterprises and to be able to advocate on behalf of our network and members. We will never publish or share your individual personal or sensitive data with any other partners, without your written permission. We also use Legitimate Interest for those signed up to receive news from us and our paying members. We may send you  correspondence beyond the newsletter that are related to your membership or that we feel will be of interest to you, such as events, funds or other news and information that may be time sensitive and out of the scope of the newsletter. 

We will also share your data with data processes that we use in order for us to be able to deliver our services to you. These processors include, but are not limited to, Google Suite, Sheep CRM, Mailchimp, Eventbrite and GoCardless.

Marketing

Where consent has been given, we will also use your personal details for marketing, keeping you informed on the latest SSEN news, events, services, and surveys. We may also contact you about membership products and services which may be of interest to you and your business/organisation.

You can unsubscribe from our marketing communications at any time via your membership login area or by emailing hello@ssen.org.uk if you no longer wish to be contacted.

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email hello@ssen.org.uk or write to us at Sheffield Social Enterprise Network, 57 Burton Street, Sheffield S6 2HH. We will send you an Access Request form to complete and send back to us. We reserve the right to request a small admin fee to aid us in administering this request.

Under the terms of the legislation we will comply with any requests within one (1) calendar month.

Paying members will be able to access and edit personal data we hold via their membership account.

How do we store your Data?

Your data is kept via our secure and encrypted cloud based CRM system, SheepCRM (https://sheepcrm.com).  Other systems that we currently use that may hold data are Mailchimp, Eventbrite, GoCardless, Stripe, Google Suite/email. All of these connect directly to our central CRM system (SheepCRM). For information on their own policies please visit their websites directly.

 How long do we keep your data?

The Sheffield Social Enterprise Network (SSEN) will retain your personal information for the duration of your membership and up to a maximum of 6 years thereafter. Non-member data will be retained for up to a maximum of 2 years from the date of collection. All financial data is retained securely for 6 years. Where we are required to comply with company or HMRC laws and regulations, we follow their guidelines and retain it for as long as the law states.

You can also contact us at any time and request to delete your details. We will only be able to delete all full details if you have not been a paying member of SSEN. Where payment has been made by you for our membership or other services, some details will still need to be retained for the purposes of complying with HMRC and Accountancy laws.

 Cookies and how we use them

Cookies are very small text files that are stored on your computer when you visit some websites. We use cookies to help identify your computer so we can tailor your user experience. You can disable any cookies already stored on your computer, but these may stop our website from functioning properly. We only use cookies that are necessary to the running of our website to make sure you have the best experience possible when using it.

The following is strictly necessary in the operation of our website:

Our Website will remember when you are logged in and that your session is secure.

The following are not strictly necessary, but are required to provide you with the best user experience and also to tell us which pages you find most interesting (anonymously):

Our website will use Functional Cookies to track the pages you visit to provide us with Analytics. It will use Targeting Cookies to allow you to share with social media networks such as Facebook or Twitter.

Our website will not share any personal information with third parties.

For further information on GDPR and data protection, or to make a complaint to them, you can visit the Information Commissioners Office (ICO) website at https://ico.org.uk/