Privacy Notice: Participants.
What’s this?
Relational mapping of professional communities enables organisations which allocate funding or provide resources to track distribution, evaluate impact, and plan for further resourcing within the communities they support.
Recipients of funding or resources are invited to enter answers about the nature, impact and reach of their work into a short question set and those answers are collectively gathered into a node map by our technology.
Who’s using the data?
Free Ice Cream works with (Client Organisation) to create the Relational Map. Personal data which is included in this process for the purposes of creating, maintaining and analysing mapping data is processed jointly by Free Ice Cream and (Client Organisation).
The (Client Organisation) arranges mapping workshops with representatives from beneficiary organisations, who contribute information about their professional networks to the map. That data is then held securely encrypted on Free Ice Cream’s servers and used to visualise connections between organisations in the network. Invitations to join and contribute to the map are sent to organisations referenced in the network. In order to register and authenticate map users, email addresses will be held by Free Ice Cream and an authorisation platform operating as a third party processor.
What data?
The majority of data collected for the Professional Communities map is related to organisations such as businesses, non-profits and social enterprises; their areas of work, activities and relationships within the community. These details may also be personal data; for example in the case of sole traders. The names of individuals representing 1) participant organisations and 2) organisations which have been referenced but are not yet contributing are visible in the map data, which is restricted to authenticated map contributors, (Client Organisation) and Free Ice Cream staff.
The following categories of personal data are processed to build and main the map:
The names of individuals contributing to the map on behalf of organisations which receive funding or resources from (Client Organisation) (“Participants”)
Names and professional information of people at organisations within the community network who are referenced by those contributing to the map, and invited to become contributors themselves. (“Invitees”)
Names and professional information of people at organisations within the community network who are referenced by those contributing to the map, who have not been invited to become Contributors (“Named People”)
The email addresses of individuals invited to contribute to the map, and the status of their invitation.
The account credentials and activity of people who have been invited to contribute to, or manage the map. This data is used for administration of accounts on the web server and to monitor security of the web server and to provide support for users who are contributing to the map. User credentials are collected, encrypted, and held on authentication servers.
These categories of personal data are all processed for the purpose of tracking and evaluating the impact of funding distribution within a professional community, on the basis of legitimate interests - which means that there is a useful and beneficial reason for the processing that does not infringe or pose a threat to the rights, safety or welfare of the individuals whose data is used.
Where does the data go?
Community maps are hosted online, secured behind user accounts. This data is only accessible to registered map contributors, authorised users in (Client Organisation) and staff at Free Ice Cream. All participants must agree to a code of conduct which includes guidance and limits on how map data may be used.
How long does the data stay?
Free Ice Cream will store the data securely on their own servers whilst the user accounts are provided and maintained using an industry leading solution. The lifetime of map data is 1 year, after which, the map is unpublished and held in archive, available on request for (Client Organisation) to use in comparing changes over time. Free Ice Cream will review the retention and storage of both archived maps and aggregate data once a year to determine continued usefulness and delete if either are no longer useful.
What are my rights?
If personal data relating to you (“your data”) is processed for Professional Communities Mapping, the following rights in data protection law will apply to you:
To be informed about why, how and by whom your data is processed.
To be provided with copies, or descriptions of your data and details of processing (you may be required to supply identifying information so that requests can be properly verified)
To request rectification of your data if it is inaccurate or out of date
To object to processing of your data on the basis of legitimate interests
To request erasure of your data, in some circumstances (if processing is no longer lawful or necessary)
To request restriction of your data so that it is preserved but not put to use
To raise queries or complaint about how your data is processed
Community responsibility:
As someone with privileged access to community data, we ask you not to use the mapping data in any way which is unlawfully discriminatory, harms the rights, welfare or legitimate interests of any individual, or is contrary to the purpose of the mapping exercise.
In particular, do not:
Use the map to build marketing lists, or for targeting of advertising content
Attempt to identify or acquire contact information for individuals who appear on the map under a pseudonym.
Use the map, or data derived from it, for any unlawful activity or purpose
Try to evade, subvert, or break any of the security measures protecting the web server or its contents
Share the map (or access to the map) with anyone outside of your organisation
Let anyone else discover or use your login details for the map
Take screenshots of the map for promotion or social media use or for any other purpose – FIC can supply you with privacy-appropriate images on request
As part of the mapping, you will name people and organisations that are not in the room with you. We ask that you tell anyone you named in the map about this mapping process and send them a specific Privacy Notice, which we will provide to you.
To exercise any of your rights, please contact (Client Organisation) at: email address
As we develop these mapping tools and their use in communities, our data policy is likely to change and will be updated accordingly. From time to time you will need to read these changes to keep using the service. (Version 5/ 7th June 2024)