TRAINERS, VOLUNTEERS, EMPLOYEES

Date Published: August 19, 2021

 

Introduction

Short Moments understands that your information is important and in the wrong hands it poses a risk to your rights and freedoms. In order to help you protect your information this notice will explain what information we collect, why we collect it, what we do with it, how long we keep it, who can access it and what your rights are.

This specific section of our Privacy Policy is an addition to the General Privacy Policy that can be found here and it includes in detail the processes that are relevant for staff.

What we need

In order to provide training and guidance to trainers in their roles and services:

• Name
• Email Address
• Phone Number
• Address
• Age
• Image
• Content of your message which can include information about physical and mental health, finances, beliefs and views and any other personal and sensitive information you consciously choose to share with the Service Mentor.
• Your Signature and Consent

In order to provide training and guidance to volunteers in their roles and services:

• Name
• Email Address
• Phone Number (at times)
• Address
• Age
• Content of your messages

In order to assign volunteer roles:

• Name
• Email Address
• Address
• Work History (at times)
• Role Title

In order to set new email accounts and manage existing email accounts:

• Name
• Email Address
• Role Title

In order to organize and conduct Business Meetings and share their summary:

• Name
• Email Address
• Audio Recording (at times)
• Role Title

In order to organize and compile Financial Reports from Trainers and Communities

• Name
• Email Address
• Role Title
• Financial Information (Monthly Short Moments Income, for Communities – Expenses and Balances)
• Bank Details (at times)

In order to maintain and update financial overview and pay salaries:

• Name
• Email Address
• Address
• Phone Number
• Role Title
• Financial Information
• Bank Details (at times)

In order to maintain and compile Legal Contracts with Trainers and Staff:

• Name
• Email Address
• Address
• Phone Number
• Role Title
• Your Consent and Signature

In order to handle trainers’ audio and video talks and training recordings:

• Name
• Email Address
• Content of your message/survey which can include information about physical and mental health, finances, beliefs and views and any other personal and sensitive information you consciously choose to share with us.
• Your Consent

 

Why we need it

We need to collect this information to:

Training and guidance to trainers in their roles and services

– to guide trainers in their roles at the training settings, participant support and other services based on contractual necessity.

Training and guidance to volunteers in their roles and services – to guide volunteers in their roles in projects, community building and other services based on legitimate interest.

Volunteer Roles – to consider which service positions and tasks are required and who can fulfill them in accordance to their strengths, gifts and talents based on legitimate interest.

New email accounts and manage existing email accounts – in order to create means of communication for local communities, specific roles holders and departments and maintain these based on legitimate interest.

Business Meetings – to support local projects and community building to come together to discuss local business and decide on tasks and steps related to the local community and in accordance to Short Moments’s vision based on everyone who is attending giving their consent and also the community, project and organization’s legitimate interest.

Financial Reports from Trainers and Communities – to keep a global financial overview, support local communities and trainers to be self-sufficient, recording training income received, licensing fees owed, monthly teacher training fess and donations to Short Moments. This process is based on contractual necessity.

Financial overview and payment of salaries – to provide Board of Trustees, Management Team, Tax Authorities and other legal entities a clear and accurate financial overview. To pay salaries in a timely manner. This process is based on contractual necessity.

Legal Contracts with Trainers and Staff – to create and update legal contracts with trainers and staff and to keep them in an organized and secure manner for reference or modification. This process is based on legal obligation.

Trainers’ audio and video talks and training recordings – to share training media with the public or specific access groups on our websites, social media and other channels. This process is based on trainers’ consent.

 

What we do with it

Training and guidance to trainers in their roles and services – trainers and their service mentors are in regular touch via email, video conference and chat services. The information is at times being considered with the Management Team. There are monthly Teacher Training Calls that are recorded and shared internally.

Training and guidance to volunteers in their roles and services – local trainers and project coordinators are in regular touch with volunteers via email, video conference and chat services. The information is at times considered with the Management Team. There are weekly Principles of Benefit and Service Calls that are recorded and shared internally.

Volunteer Roles – local trainers and project coordinators are in regular touch with volunteers via email, video conference and chat services. The information is at times considered with the Management Team.

New email accounts and management of existing email accounts – Our IT team is responsible for creation, suspension and management of existing emails using the Email Provider administration panel.

Business Meetings Agenda and Processes– an invitation to the Business Meeting is sent at least two weeks prior to the meeting to all those involved in service to the local community and/or specific project(s). The meeting is at times also streamed via video conference and at times recorded. The minutes are sent via email to the group for further action.

Financial Reports from Trainers and Communities – trainers and local treasurers fill a monthly financial report form that goes directly to the Global Office for filing and collating. A copy of the Trainers Financial Report is sent also to their Service Mentor.

Financial overview and payment of salaries – the Global Office Team and Local Treasures keep a clear financial update by using spreadsheets and accounting services. In local communities the information is shared with the local group. A monthly financial overview of the organization is shared with Management and the yearly overview is represented in the organization’s Federal and State tax returns.

Legal Contracts with Trainers and Staff – These contracts are filed online and kept in printed form with Management.

Trainers’ audio and video talks and training recordings – the raw files are being edited and in most cases deleted. After that the Media and Editing Team upload the files to our media channels and set the right access level when needed.

At times we will transfer your data to another country, due to the global nature of our reach and operation.

We do not use automated decision making.

 

How long we keep it

Training and guidance to trainers in their roles and services – 5 years unless agreed otherwise with a trainer and their service mentor.

Training and guidance to volunteers in their roles and services – 5 years.

Volunteer Roles – 5 years.

New email accounts and manage existing email accounts – 1 year.

Business Meetings Materials – 5 years.

Financial Reports from Trainers and Communities – 5 years.

Financial overview and payment of salaries – 7 years in the US, 10 years in relation to the Sweden Center.

Legal Contracts with Trainers and Staff – as long as active+10 years after the termination of the legal contract.

Trainers’ audio and video talks and training recordings – indefinitely, unless a trainer or Management Team decides to delete it before or if a trainer is no longer active their media on the sites under the management of the organization will be deleted.

In special circumstances such as ongoing legal proceedings we may be required to retain your data until proceedings allow us to remove your data. At times a Primary Trainer might request a specific participant to keep their records for a longer period than 4 years, this will be set forth in a specific agreement with the participant’s consent.

 

Who can see it

Training and guidance to trainers in their roles and services – Management Team, Email Provider, Chat Services Providers, Video Conference Services Provider.

Training and guidance to volunteers in their roles and services – Local Trainers, Service Coordinators/Project Coordinators, Management Team, Email Provider, Chat Services Provider, Video Conference Services Provider.

Volunteer Roles – Local Trainers, Service Coordinators/Project Coordinators, Management Team, Email Provider, Chat Services Provider, Video Conference Services Provider.

New email accounts and manage existing email accounts – IT Team, Email Provider, Secure Password Sharing Service Provider.

Business Meetings – Local Trainers, Service Coordinators/Project Coordinators, Local Community/Project Group, Email Provider, Chat Services, Video Conference Services Provider at times.

Financial Reports from Trainers and Communities – Management Team, Global Office Team, Financial Coordinators and Local Trainers, Forms Service Provider, Email Provider

Financial overview and payment of salaries – Management Team, Global Office Team, Local Finances Team, Accountant, Banks, Payment Services and Bookkeeping Providers, Email Provider, Tax Authorities.

Legal Contracts with Trainers and Staff – Management Team, Lawyer.

Trainers’ audio and video talks and training recordings – Public or Specific User Groups on our Websites or Media Channels, Media Platform Providers, IT Team, Bright Team, IT Support Team, Global and Local Media and Editing Team.

 

How we protect it

Short Moments is GDPR compliant and according to these clear guidelines we respect and respect personal data. We educate trainers, staff and volunteers in data protection and information security. We use the services of a GDPR consultation company to support us to maintain high levels of data protection and information security.

 

What are your rights

• Request a copy of the data we hold on you. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Request that we correct or update the data that we hold on you. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Request that we delete the information we hold on you. If you wish to do this, then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Request that we keep your data but do not use it. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Request that we send a copy of your data to another organization. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Object to how we are using data. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Raise a compliant with the Information Commissioner’s Office about us. If you wish to do this, then please follow this link: https://ico.org.uk/concerns/
• Take us or the Information Commissioner’s Office to court.
• Withdraw consent to process your data at any time. If you wish to do this, then please send your request to [email protected].

Additionally, we must inform you of the following:

• If we suffer a data breach and your data is affected in a way that it poses a risk to your rights and freedoms.
• If we carry out your request to correct/update, erase or not use your data

 

Contact information

Contact Details for the controller of your data:

Short Moments Data Protection and Information Security Department [email protected] – we will respond to your inquiry within 24-48 hours.

Contact Details for the Data Protection Officer

DPO – [email protected] – we will respond to your inquiry within 24-48 hours.