Privacy Notice and Cookie Policy for Website Users

About this Privacy Notice

Synergy for Justice (“Synergy”) is committed to protecting and respecting the privacy of individuals who visit our website and/or contact us.

This Privacy Notice sets out why we collect your personal data, how we collect and use it, and who it is shared with. It also explains the legal basis for the use of your personal data and the legal rights you have over the way it is used. This Privacy Notice applies to anyone who uses our website or contacts us via our website.

Who we are

For the purposes of the UK GDPR, the Data Protection Act 2018, the controller of your personal data is Synergy for Justice, a registered company in England and Wales (company number: 09839921) and registered with the Information Commissioner’s Office (registration number: ZA886402). Synergy’s contact details are as follows:

Address: 27 Old Gloucester Street, London WC1N 3AX
Email: [email protected]

The Data Protection Lead for Synergy can be contacted via email: [email protected]
 

How we obtain your personal data

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • If you contact us by email to enquire about Synergy’s activities.
  • When you visit our website.
  • If you submit CV and other information to apply for a consultancy or internship.


The types of personal data we process 

The type and amount of personal data we collect and hold depends on the particular activities carried out through our website and may include:

  • Personal details and key identifiers such as: names, address, telephone numbers, and email address.
  • Personal information contained within communications from you, such as emails.
  • Information about your devices, such as your IP address, your location, browser type and operating system.
  • Information about how you browse our website.
  • Information about employment and educational history if you have applied to work with Synergy.

Certain categories of personal information are regarded by data protection law as more sensitive than others. Known as ‘special category personal data’, this relates to information about your health, racial or ethnic origin, details of sexual life, sexual orientation, religious beliefs, political opinions or any genetic or biometric data that is used to identify you. This information, and any information about criminal offences or convictions, warrants a higher level of protection under data protection law.

Synergy will not process special category data about you, or information about criminal offences and convictions unless it is provided to us by you, where it is necessary and lawful for us to do so. Synergy will always make it clear when we collect this information from you what special category personal data or criminal offence data we are processing and why.


Why we process your personal data and our legal reasons for doing so

 We process your personal data for the following purposes:

  • To answer any queries that you have about Synergy’s activities.
  • To process any feedback or deal with a complaint.
  • To protect and improve our services, to analyse usage, and improve visitors’ experience.
  • To keep personal data accurate and up to date and to increase the effectiveness of our services.
  • To diagnose any problems with our website.

Data protection law also requires us to have a legal reason for processing your personal data. Depending on the purposes for which we use your data, one or more of the legal reasons listed below may be relevant:

  • You have provided your consent for us to process your personal data (such consent may be withdrawn at any time by emailing [email protected]);
  • The use of your personal data is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract;
  • The processing is necessary for the performance of a legal obligation to which Synergy is subject;
  • The processing is necessary to protect the vital interests of you or another individual (for example, providing your details to a medical professional in the case of a medical emergency);
  • The processing is necessary for Synergy’s legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your Personal Data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

We will only process special category data where we have also identified an appropriate condition for doing so in accordance with Article 9 of the UK GDPR. Synergy will only process criminal offence data where it has identified an appropriate lawful basis for processing and appropriate policy and safeguards are implemented in accordance with Article 10 of the UK GDPR.


Who we may share your personal data with

We will not share information about you with third parties without your consent unless the law allows us to. We may however disclose your information to the following third parties for the following purposes:

  • Third party service providers such as Google Suite, to enable us to store information and communicate with each other. These service providers are not allowed to share or use your personal data that we make available to them for any purpose other than to provide services to us.
  • Google Analytics stores information related to website use and browsing.


Transfers of your personal data to other countries

Because of the nature of our work, we may transfer your information to countries or territories outside the UK and / or the European Economic Area (EEA). Examples include:

  • If and when Google Suite, Google Analytics, or other third party service providers host servers outside the UK and/or the EEA.
  • If we are sharing relevant information (for which there is a legal reason for processing your personal data) with staff and consultants in the US.

We ensure that any transfer of your personal data is adequately protected and secure by ensuring that it is subject to appropriate safeguards as prescribed by UK GDPR. For example, we may require that the transfer is subject to standard contractual clauses that are approved as providing adequate protection for personal data. For more information about this please contact us.


How long we keep your personal data 

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. We are legally required to hold some personal data to meet our statutory obligations, for example to meet our legal, accounting or reporting requirements, or to make or defend against legal claims. 

Full details are given in our Records Retention Policy, a copy of which can be obtained by contacting the Data Protection Lead.


Automated decision-making and profiling 

Automated decision-making is when a computer or similar electronic system uses personal information to make decisions about people without any human involvement. Profiling is a type of automated decision-making process that takes place when different aspects about a person (such as their behaviour, interests or personality) are analysed in order to make predictions or decisions about them.

Synergy does not carry out automated decision making (including profiling). If that changes we will update this Privacy Notice and notify you in writing (where appropriate).


Cookies

Cookies are small text files that are downloaded and sometimes stored on your device when you visit a website. Cookies are often used in order to make a website work, but may also be used to provide information to the owners of the website, and help users to navigate the website more effectively.

Cookies help us make the website better for you and for others. Our site uses cookies in order to provide you with some of our content; to keep you logged in as you use our website; to help you navigate our website; and to monitor the website’s performance. We use Google Analytics, which is a common performance cookie that many websites use. It allows us to collect anonymous information about how you and other users use our website and helps us to improve the website.


Your rights 

You have the right to:

  • be informed about how we collect and use your personal data;
  • access your personal data;
  • require us to correct any mistakes in the personal data we hold about you;
  • ask for the information we hold about you to be erased in certain circumstances;
  • ask for our processing of your personal data to be restricted in certain circumstances;
  • receive your data in a form allowing you to transit it to another data controller (portability); and
  • object to us processing your information in certain circumstances.

Where we rely on your consent to process your personal data, you have the right to withdraw that consent at any time. 

If you wish to exercise your rights, for example, by requesting a copy of the information which we hold about you under your right of access, please contact: [email protected]

If at any time you are not happy with how we are processing your personal information then you may raise the issue with the Data Protection Lead in the first instance. If you are not satisfied with the handling of your issue, you may raise a complaint with the Information Commissioner’s Office.

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.


Changes to this Privacy Notice 

This Privacy Notice was published on 30 March 2021. We will update and change this Privacy Notice from time to time to reflect changes to the way we handle your personal data or changing legal requirements. Each time you visit this website, you should check this Privacy Notice to check that no changes have been made to the sections relevant to you. Where appropriate, any substantive changes will be notified to you by email.