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Cadware Limited

Cadware (“we,” “our,” or “us”) values your privacy and is committed to protecting the personal information of all participants, partners, and visitors. This Privacy Notice applies to all personal information we collect or process about you; it sets out how and why we obtain and use your personal information and how we protect it. We’re committed to respecting your privacy and keeping your personal information safe, whether you are an employee, volunteer, partner, or supplier.

This Privacy Notice was prepared to be as concise as possible. It does not provide exhaustive details of all aspects of Cadware’s collection and use of your personal information. There may be a separate Privacy Notice which describes how we use your data in specific cases, e.g. if you apply for a job with us or enroll in a specific event or program. However, we are happy to provide any additional information or explanation when needed.  We may update this notice occasionally without notifying you, so please check it regularly, but if we make any significant changes, we will notify you.

You must read this notice so that you are aware of how and why we are using such information. Our Data Protection Officer is responsible for the maintenance and updating of this notice.

1. Who we are

Cadware Limited is a UK-based company specializing in providing innovative cloud-based accounting and data management solutions, tailored to the unique needs of charitable organizations and small to medium-sized enterprises (SMEs). Cadware’s solutions are actively contributing to the operational excellence of various organizations, with a special focus on empowering charities and SMEs to leverage technology effectively. For more details, visit: https://cadware.house.

  • Cadware is a registered company by statute (registered company number 12446094). 
  • We also have a non-profit initiative known as Cadware Talent Accelerator Program which was launched in October 2023. It was set up and designed to empower aspiring professionals by offering hands-on opportunities to work on technology-driven projects. The program aims to help skilled professionals build a strong portfolio and position themselves for their desired career path whilst also providing practical work experience, supporting their entry into the workforce or transition into a new industry.

 All references to ‘we’, ‘us’ or ‘our’ in this notice refer to both the trading company and the Talent Accelerator.

2. How and when we collect information about you

We may collect personal information from you when you interact with us or with third parties with whom we work. We may also supplement the information we hold about you with information that is available to the public, when you visit our website or interact with any of our online content. 

A. When you interact with us 

There are many instances when we will collect personal information from you directly. These include, but are not limited to, when you:

  • Apply for a volunteer, placement, or job with us
  • Come on board as a mentor, steering committee member, or any other functional role with us
  • Ask questions about how we run our operations

B. When you interact with third parties 

There are many instances when we will collect personal information from you indirectly. These include, but are not limited to, when:

When you sign up for any of our events via third parties.

We receive a referral to deliver programmes for you.

You access and engage with our social media platforms such as Facebook, WhatsApp, LinkedIn, Twitter or Instagram, depending on your settings or the privacy policies of those social media and messaging services.

C. When you visit our website 

We may gather information when you visit our website through the use of cookies. Cookies are created by your web browser and each time you visit our website your browser will send a cookie file back to the website’s server. That file enables us to measure, and where necessary improve, the functionality of our website and enhance your online experience. You can find out more about the types of cookies we use, how we use them and how you can control your preferences.

D. Publicly available information

Sometimes we may supplement what we know about you with information that is available to the public. This enables us to ensure, for example, that our communications with you are relevant and tailored to your interests. For example, if you have an existing relationship with us, we may use the Royal Mail’s National Change of Address Database periodically to check that we are holding your current address; that way, you won’t miss any communications that you may have requested from us and it enables us to better direct our resources. Also, if you are applying to be a Steering Committee Member of Cadware, we may conduct searches against public registers to ensure that you are not disqualified from acting in that role.

3. Information We Collect

Personal data is any information that relates to an identified or identifiable living individual. We only collect personal data that is relevant to the interaction you have with us and depending on that interaction, the personal information we may collect from you could include, but is not limited to, any of the following:

  • Identity and contact information, such as your name, email address, phone number, postal address, mobile number, and your communication preferences (including your preferences for receiving marketing from us);
  • We may collect your date of birth in order to verify you are an adult as some services we offer, such as animal adoptions, are not open to individuals under the age of 18. If you are a minor, we may require the name and contact details of a parent or other legal guardian and, where appropriate, the name and location of your school.
  • Professional Information residing within your resume such as job title, educational background, skills, certifications, and work experience.
  • Program Participation Data, which are required for enrollment, feedback, attendance, project submissions, and mentor evaluations.
  • Images, photographs or videos if you volunteer or take part in an event with us.
  • Technical information if you visit our website, such as your IP address, the device you use or your browser type and version.
  • Usage information including information about how you use our website, products and services.
  • Any other relevant information you share with us about yourself, such as your interests or affiliations with other organisations, or that we obtain about you from publicly available sources.
  • Sensitive special category data related to diversity, equity, and inclusion programs (e.g., gender, ethnicity), only when voluntarily provided for equal opportunities monitoring and in compliance with applicable laws. 

4. Does Cadware process sensitive personal information?

Data protection legislation recognises certain categories of personal information as requiring particular care; that data is known as “special category data”. Examples of special category data are health information and information regarding race, religious beliefs and political opinions. 

We don’t collect special category personal information unless there is a clear reason for doing so and we have a legal basis. Clear notices will be provided on application forms and communications which collect special category data so you will know what information we need and why we need it. Only those individuals with a business need to access and process that information will be able to do so. 

Examples of where it would be appropriate for us to collect special category data, if you apply for a job/ volunteer role with us, we may collect information about your race or ethnicity, religious beliefs, or sexual orientation for equal opportunities monitoring. We may also collect information about criminal convictions if it is appropriate given the nature of the role you are applying for.

5. How We Use Your Information

We will not rent, swap or sell your personal information to other organisations for them to use in their marketing activities. The legal basis that we rely on for processing your data will depend upon the circumstances in which it is being collected and used, but will in most cases fall into one of the following categories:

  • where you have provided your consent to allow us to use your data in a certain way
  • where the processing is necessary to carry out for the performance of a contract with you.
  • where the processing is necessary for us to comply with a legal obligation.
  • where it is in our legitimate interests to perform our functions.

6. Other ways we may use your information

Volunteers and job applicants: If you apply for a job with us or volunteer, we’ll hold the personal information you provide to process your application. We may undertake monitoring of recruitment statistics, in line with employment and data protection law. If we need to disclose information to a third party, we will not do so without asking you beforehand unless the disclosure is required by law. For example, if we need to take up a reference, or obtain ‘disclosure’ from the Disclosure & Barring Service. 

If you apply to work or volunteer with us, we’ll only hold your data for that application. We won’t hold your personal information for any longer than is necessary for that application. We’ll only hold information relating to the nature of your voluntary work and we’ll delete it following our retention policies.

Visitors to our website: When someone visits our websites, we use third-party service analytics, to collect standard internet log information and details of visitor behavior patterns. We do this to find out things such as how our website was accessed, and the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make and do not make, any attempt to find out the identities of those visiting our website. If we do want to collect personal information through our website, we will make this clear and explain what we will do with it. We also use click-through and open-mail tracking when sending emails so that we can check whether the recipient has opened an email, unsubscribed, or clicked on a link to our website. This enables us to assess the effectiveness of our email campaigns.

Cookies: We use cookies to help us make our website better. Cookies are small text files that sit on your device so that our website will remember you. To help us create a more effective website that reflects users’ needs, we use cookie files to collect and record information about how our site is used and collect your I.P address (a number that identifies a specific computer or other internet device) for system administration and to report aggregated information. For more information on cookie files and IP addresses read our cookies policy. By continuing to use our site, you agree to our use of cookies. However, if you wish to restrict or block the cookies which are set by our websites, or indeed any other website, you can do this through your browser settings. The ‘Help’ function within your browser should tell you how. Please be aware that restricting cookies may impact the functionality of some areas of our website.

Passwords: Where we have given you (or where you have chosen) a password that enables you to access certain parts of our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else

Information security: We ensure your data is kept secure by using up-to-date security features and procedures and we respect the privacy of all visitors to our website.

Our website may also include links to other websites, not owned, associated, or managed by Cadware. Whilst we try our best to only link to reputable websites, we cannot be held responsible for the privacy of information collected by sites not managed by us, nor can we accept responsibility or liability for them. For this reason, you should consult the privacy notice on any external website you link to before you submit any personal information to those websites.

7. What do we use your information for

We will only use your personal information for the purposes for which it was collected as stated or communicated with you (for example via this privacy notice or a ‘fair processing’ notice). We will not rent, swap, or sell your personal information to other organizations for them to use in their marketing activities. The law requires us to only process personal data where we have a valid legal basis for doing so.

8. What are the legal grounds for processing personal data?

There are six different legal grounds for processing personal data (plus additional conditions where sensitive personal data is used). The legal basis that we rely on for processing your data will depend upon the circumstances in which that data is being collected and used, but will in most cases fall into one of the following categories:

  • where you have provided your consent to allow us to use your information in a certain way, for example using your image to publicise an event.
  • where the processing is necessary for the performance of a contract with you, for example, we will need to process your name, address, and other details to provide required services or consider an application to work or volunteer with us.
  • where the processing is necessary for us to comply with a legal obligation- for example, providing information to HMRC for tax purposes or to police forces for the prevention or detection of crime; or
  • where it is in our legitimate interests to process your data and our use of that information does not unfairly impact on your rights and freedoms.
  • where the processing is necessary to protect someone’s life, for example, an individual connected with the incident raises concerns that we feel should be communicated with the police to protect individuals.
  • where the processing is required to carry out a task that is in the public interest.

Where we process sensitive personal data, Cadware will only do so following one of the additional lawful conditions for processing that type of data. For example, when we have your explicit consent.

9. What are the Cadware’s legitimate interests?

Personal data may be legally collected and used if it is necessary for the legitimate interest of the organization using the data, as long as its use is fair and does not adversely impact the rights of the individual concerned. When we use your personal information, we will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information in ways that are not unduly intrusive or unfair.

10. How we keep your information safe

Cadware uses appropriate technical measures to ensure that we keep your information secure, accurate, and up to date. For example, our online forms are encrypted and our network is protected and routinely monitored. Within our offices, only those individuals who are trained to handle data securely and who have a business need to access your information will be granted access. We have also put in place appropriate security measures to prevent your data from being altered, disclosed, or accidentally lost or used, or accessed in an unauthorized way. 

If we engage a third party to act on our behalf, we undertake comprehensive checks to ensure that the contract sets out our expectations and requirements, particularly regarding access to the personal information they collect and how it is to be managed on our behalf. Organisations that work on our behalf are referred to as “data processors” which means that over and above the contract in place between us, they have legal obligations with how your data is used. 

Our website may contain links to third-party websites. These websites have their own privacy policies and Cadware cannot accept any responsibility or liability for these policies. We strongly advise that you read the policies of these third-party websites before you submit any personal data to them.

Despite all precautions and appropriate security measures, the internet is not a 100% secure means by which to transmit information. We do our best to protect personal information but Cadware cannot guarantee the security of the personal data you share with us online and as such, any information you disclose is at your own risk. However, any payment card details (such as credit or debit cards) we receive on our website are passed securely to our payment processing provider according to the Payment Card Industry Security Standards.

11. How long we keep your information

Whatever your relationship with us, we will only store your information for a specified amount of time as set out in our internal data retention policy, which takes into account relevant legal, accounting, and regulatory retention requirements, and operational considerations. The length of time that data will be kept may depend on the reasons for which we are processing the data and on the laws or regulations that may apply to the information. Once the retention period has expired, the information will be confidentially disposed of or permanently deleted. If you request no further contact from us, we will keep some basic information about you on our suppression list in order to avoid sending you unwanted materials in the future. When we anonymize or delete your data, we will ensure that it is no longer identifiable to you. We may keep anonymized data for future analysis on aggregated data so that we can understand our supporters better

12. Keep your information up to date

It is really important to us that the information we hold about you is accurate. You can help us keep our records up to date by telling us when your contact details and other personal information change. To make changes to the information we hold about you, please contact our Supporter Services team as follows: 

  • Call at +442081941212 or +447500500812 (Monday to Friday, 9 pm to 5 pm).
  • Email them projects@cadwarehouse.com
  • Write to Cadware Limited, 25 EdgeHill Road, Leicester, LE4 9EA, UK.

13. Exercising Your Privacy Rights

You have the right to know what information we hold about you and to ask to see your records. We will supply any information you ask for that we hold about you as soon as possible, but this may take up to one calendar month (or potentially longer if it is a complex request). We will not charge you for this other than in exceptional circumstances. You will be asked for proof of identity. You have the right to:

  • Access: You have the right to know what information we hold about you and to ask to see your records. We will supply any information you ask for that we hold about you as soon as possible, but this may take up to one calendar month (or potentially longer if it is a complex request). We will not charge you for this other than in exceptional circumstances. You will be asked for proof of identity.
  • Right to be informed: You have the right to be informed about how your data is being/will be used. This notice, as well as any additional information or notice that is provided to you either at the time you gave us your details or otherwise, is intended to provide you with this information.
  • Right to restrict processing: In certain situations, you have the right to ask for the processing of your data to be restricted because there is some disagreement about its accuracy or legitimate usage. 
  • Right to withdraw consent: Where we process your data based on your consent you can withdraw that consent at any time. 
  • Right to object: You also have a right to object to us processing data where we are relying on it being within our legitimate interests to do so. Please note that in some cases we may still have a legitimate reason to continue processing the data. 
  • Right of erasure: In some cases, you have the right to be forgotten (i.e. to have your data deleted from our database), also known as the right of erasure. Please note that there may be cases where we cannot delete all the data we hold about you, for example where we are processing it for legal purposes. In addition, where you have requested that we do not send you marketing materials, we will need to keep some limited information to ensure that you are not contacted in the future.
  • Right of rectification: If you believe our records are inaccurate, you have the right to ask for those records concerning you to be updated. To update your records please get in touch with us.
  • Right to data portability: Where your data is processed based on consent or as part of a contract we have with you, you have the right to request that the data is transferred from one service provider to another. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove any information you think is inaccurate by contacting us. 

Please note the Freedom of Information Act (‘FoIA’) applies to public authorities and certain organizations that are listed in Schedule 1 of the FoIA. Cadware is not listed and thus has no formal obligations under the FoIA. However, we support transparency and will supply information where possible. To exercise your rights, please contact us at projects@cadware.house.

14. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our operations or legal requirements. The updated policy will be posted on this page with a revised effective date.

15. Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us:

Cadware Talent Accelerator
Address: Cadware Limited, 25 EdgeHill Road, Leicester, LE4 9EA, UK.

Phone Number: +442081941212 or +447500500812 (Monday to Friday, 9 pm to 5 pm).

Email Address: projects@cadware.houseon service.