Contact us 01621 851891

Privacy and Cookies Policy


Privacy Statement

Maldon and District CVS (MDCVS) is committed to conducting its business in accordance with all applicable Data Protection legislation. In our Data Protection Policy we outline this commitment including the rights of individuals under current data protection legislation This policy is available on request at anytime.

In order to help people who use our services to understand how and why personal data is collected, used and stored we have prepared this Privacy notice. The notice breaks down how we use, process and store data and should be read alongside the Data protection policy.

The Privacy notice will be reviewed and updated as necessary and the most up to date version will be published on the Maldon and District CVS website

Who we are

Maldon and District Community Voluntary Service (MDCVS) is a registered charity (1086460) and a company limited by guarantee (4170241) working to support a thriving third sector in the governmental district of Maldon and surrounding area.

Our services include support to local charities and community groups as well as direct services to members of the public through project delivery.

Our office base is:
c/o Maldon District Council
Princes Road

Contact can be made via post to the above address or

Telephone 01621 851891

Get in touch

We hope that the obligations outlined in this Privacy Statement help you to understand how we process your data, however if you do have any questions about anything in this statement or about our data protection processes please contact the MDCVS Director, Sarah Troop, on or 01621 851891.

How we process data

MDCVS collects, stores and retains data in a range of ways in order to best communicate with our members, stakeholders and project beneficiaries. The purpose for this data processing may differ depending on which of the range of activities you are accessing but generally this will be in order to communicate with you in relation to those activities.

In all cases MDCVS will hold only the data that they require and have a legal basis for processing. This data will be processed and held in order to help Maldon and District CVS achieve its organisational objectives of a supporting a thriving third sector and healthy connected communities and in order to support people through our project delivery.

For each instance of data processing an assessment of the data required, the legal basis for that requirement and the parameters for storage, use and retention are outlined in our data audit document. This will include the legal basis for any instances where special categories of data are requested. Please see appendix for further information on the data audit.

Data requested may include:

  • name and job title
  • email address
  • telephone number
  • contact and demographic information including postcode
  • records of your interactions with the CVS for example: attendance at training, forums and events
  • records of any access or health issues that are relevant to the support you are receiving

MDCVS utilises a number of Customer Relationship Management (CRM) Systems provided by PipeMedia and a written data processing contract is in place confirming that as our data processor they understand their responsibilities and liabilities and are committed to their obligations under data protection legislation.

To prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. Only staff with password protected log ins can access electronically stored data; as far as practicable paper records are securely disposed of once an electronic record has been created. Those which do need to be retained are locked away and only key staff have access.

MDCVS is committed to ensuring that your privacy is protected. When we ask you to provide information by which you can be identified it will only be used in accordance with this privacy statement.

Video and Audio recording

From time to time MDCVS may record images or audio as part of a meeting.

The personal data collected during video meetings is processed for the sole purpose of facilitating communication, collaboration, and the conduct of official business activities. This includes, but is not limited to, discussions, presentations, and collaborative work

The processing of personal data during video meetings is based on the legitimate interests of MDCVS in conducting efficient and effective virtual collaborations. Additionally, the processing may be necessary for the performance of contracts or agreements with meeting participants.

As data collected through this route is classified as “special categories of personal data” additional consent is required for the recording. Participants will be made aware of the recording and asked to consent. Active engagement in the meeting after consent is requested will be interpreted as consent. If a participant does not wish to be recorded they can turn off video and microphone and participate in the meeting utilising the chat functions available.

We retain recorded meeting data for a limited period necessary to fulfil the purposes for which it was collected. After this period, the data will be securely deleted.

We do not share video meeting data with third parties unless required by law or authorised by all meeting participants.

Your rights

Your full rights under Data Protection are outlined in our Data Protection Policy. If you would like to see a copy or would like to discuss any of the below rights please contact MDCVS Director Sarah Troop on 01621 851891 or

  1. You have the right to see the data we hold about you and we will provide this to you free of charge on request.
  2. You have the right to request any inaccurate or incomplete data that we hold on you is corrected.
  3. You have the right to request that data is removed from our databases. MDCVS reserve the right to retain data where there is a legitimate interest
  4. You have the right to request that no further processing is carried out on your data
  5. You have the right to request that MDCVS transfer your personal data to a different service provider and this will be complied with free of charge* where it is technically feasible to do so.
  6. You have the right to object to MDCVS processing data based on legitimate interest and MDCVS will put a hold on processing and consider all objections raised before.

Your right to complain

If you feel that M&DCVS are not complying with Data Protection Legislation you have the right to lodge a complaint to the Information Commissioners Office (ICO).

For full details of how to do this visit the ICO website or call their helpline on 0303 123 1113.

Changes to policy

MDCVS Trustee board will review this Privacy Statement alongside the Data Protection Policy on an annual basis and the updated document will be made available on the MDCVS website.