Terms & Conditions

1. OUR PRIVACY POLICY
4GOOD respects your right to privacy online. We will handle any any personal information you share with us securely and responsibly.

Except where required by law or you have given us your explicit permission we will not share your personal information with third parties. The exception is when you subscribe to our newsletter, we will use an email subscription and newsletter management software. Your email address and other details you provide will be held securely by them. They will not share your information with any third parties or contact you directly at any time.

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2. TRACKING COOKIES
We use cookies to anonymously measure activity on the 4GOOD. This helps us improve the visitor experience. We are not part of any advertising networks and we do not use tracking to target individual users.

You can choose to opt in or opt out of cookie tracking either through the pop up or through your browser settings. If you choose to opt out the site may not function as expected as some cookies are essential.

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3. DATA PROTECTION POLICY
3.1 Introduction

This Data Protection Policy outlines the principles and guidelines that Room for Good Ltd (trading as “4GOOD), hereinafter referred to as "the Company," adheres to for the protection and management of customer information stored in Google Drive and other third parties and the operation of a monthly newsletter using Mailchimp. The Company recognizes the importance of data protection and privacy and is committed to ensuring that all customer data is handled securely and in compliance with applicable data protection laws, including the General Data Protection Regulation (GDPR).

3.2 Policy Scope

This policy applies to all customer data collected, processed, and stored by the Company, including data stored in Google Drive, and the distribution of the monthly newsletter.

3.2 Data Collection and Usage

3.2.a Data Collection

• The Company may collect the following types of customer data:

• Contact Information (e.g., name, email address, phone number)

• Event Preferences and History

• Demographic Information

3.2.b Data Usage
Customer data is collected solely for the purpose of providing event-related services and sending the monthly newsletter. Data collected will not be used for any other purpose without explicit customer consent.

3.3 Data Storage and Protection

3.3.a Google Drive
Customer data may be stored in Google Drive. The following security measures will be implemented:

• Access to Google Drive will be restricted to authorised personnel only. This includes employees of 4GOOD.

• Strong authentication mechanisms will be used to protect access to Google Drive accounts.

• Encryption will be applied to data stored in Google Drive to ensure confidentiality.

• Access to specific folders and files within Google Drive will be controlled based on the principle of least privilege.

3.3.b Data Backup
Regular backups of customer data stored in Google Drive will be maintained to prevent data loss.

3.4 Newsletter

3.4.a Subscription and Consent

Customers will have the option to subscribe to the monthly newsletter.  Consent for newsletter subscriptions will be obtained explicitly, and customers will have the option to unsubscribe at any time.

3.4.b Content

The monthly newsletter will contain relevant information about upcoming events, promotions, and other related content. Care will be taken to ensure that customer data is not shared or exposed within the newsletter, unless specially requested. For example, during partnerships, collaborations with other organisations.

3.4.c Data Processing

The Company will process customer data to send the newsletter only to those who have subscribed. No other data processing activities will be conducted using the newsletter subscription data.

3.5 Data Retention

Customer data will be retained only for as long as necessary for the purposes for which it was collected or as required by applicable laws. Data that is no longer necessary will be securely deleted.

3.6 Data Security

The Company is committed to maintaining the security and confidentiality of customer data. This includes:

• Regularly assessing and updating security measures to protect customer data.

• Conducting security awareness training for employees handling customer data.

• Implementing access controls and encryption to safeguard customer data.

3.7 Data Breach Response

In the event of a data breach, the Company will follow established procedures to identify, report, and mitigate the breach. Customers and relevant authorities will be notified as required by applicable data protection laws.

3.8 Compliance and Monitoring

The Company will regularly monitor and assess compliance with this policy and applicable data protection laws. Non-compliance may result in disciplinary action, up to and including termination of employment or contract.

3.9 Policy Review

This policy will be reviewed every 6 months to ensure its effectiveness and relevance. Any necessary updates or amendments will be made in response to changes in technology, regulations, or business operations.

3.10 Conclusion

Data protection is a fundamental commitment of Room for Good Ltd (trading under “4GOOD”). This policy ensures that customer data is handled with the utmost care, respecting their privacy rights and complying with data protection laws. It is the responsibility of all employees and contractors to adhere to this policy to maintain the security and integrity of customer data and the successful operation of the monthly newsletter.

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4. INFORMATION & SECURITY
4.1 Introduction

This Information and Security Policy (ISP) outlines the principles and guidelines that Room for Good Ltd (trading as “4GOOD) hereinafter referred to as "the Company," adheres to in order to ensure the protection, confidentiality, integrity, and availability of data produced and managed within the United Kingdom (UK). This policy applies to all employees, contractors, third-party service providers, and any other entities that handle or access Company data.

4.2 Policy Scope
This policy applies to all data, regardless of format, that is produced, stored, processed, or transmitted within the UK by the Company. This includes, but is not limited to, electronic data, paper documents, and any other tangible or intangible forms of information.

4.3 Data Classification
All data within the Company must be classified based on its sensitivity and importance. The following classifications are used:

4.3.a. Confidential Data
Confidential data includes sensitive information that, if disclosed or compromised, could have a significant adverse impact on the Company, its customers, or its stakeholders. This may include, but is not limited to, proprietary business information, financial data, personally identifiable information (PII), and intellectual property.

4.3.b. Internal Data
Internal data includes information that is intended for internal use only and should not be disclosed to external parties without proper authorization. This may include internal reports, non-public communications, and certain project-related data.

4.3.c. Public Data
Public data is information that is intended for public consumption and does not contain sensitive or confidential information. This includes public marketing materials, website content, and other publicly available information.

4.4. Data Protection Principles
The Company is committed to the following data protection principles:

4.4.a. Confidentiality
Confidential data must only be accessible to authorised personnel and should not be disclosed or shared with unauthorised individuals or entities.

4.4.b. Integrity
Data must be accurate, complete, and reliable. Any unauthorised alteration or tampering of data is strictly prohibited.

4.4.c. Availability
Data must be available and accessible to authorised personnel when needed to perform their job functions.

4.4.d. Compliance
The Company must comply with all relevant data protection laws, regulations, and standards applicable within the UK.

4.5. Roles and Responsibilities
Management: Senior management (Francesca Harris) is responsible for setting the strategic direction and providing resources to ensure data protection and security.

Data Owners: Data owners are responsible for classifying data, specifying access controls, and ensuring that appropriate security measures are in place for their respective data sets.
Employees: All employees, including volunteers, interns, and contract workers, are responsible for complying with this policy, reporting security incidents promptly, and participating in data protection training as required.

4.6. Data Security Measures
The Company will implement the following security measures to protect data produced in the UK:

4.6.a. Access Control
Access to confidential and internal data will be restricted based on job roles and responsibilities. Access controls will be implemented to ensure that only authorised personnel have access to specific data sets.

4.6.b. Encryption
Sensitive data will be encrypted during transmission and when stored on Company systems.. including Google Drive and Notion. Strong encryption algorithms and protocols will be used to protect data integrity and confidentiality.

4.6.c. Security Awareness
All employees will receive training and awareness programs on data protection, including how to identify and respond to security threats and incidents.

4.6.c. Use of Google Drive and Google Mail
Google Drive and Google Mail (Gmail) will be used to store and manage Company data. These services will be configured with appropriate access controls and security settings to protect data in accordance with this policy.

4.6.d. Incident Response
A formal incident response plan will be in place to address data breaches and security incidents promptly. This includes reporting mechanisms, investigation procedures, and notification processes in accordance with applicable laws.

4.6.e. Regular Audits and Testing
Regular security audits and vulnerability assessments will be conducted to identify and address security weaknesses. When appropriate, penetration testing will be performed to assess the resilience of security controls.

4.6.f. Data Retention and Disposal
Data will be retained only for as long as necessary for business and legal purposes. Secure data disposal methods will be used to ensure that data is properly destroyed when no longer needed.

4.7. Compliance and Monitoring
The Company will regularly monitor and assess compliance with this policy, including the use of Google Drive, Gmail and Notion, Mailchimp, Airtable, and other third party applications for data storage and communication. Non-compliance may result in disciplinary action, up to and including termination of employment or contract.

4.8. Policy Review
This policy will be reviewed periodically to ensure its effectiveness and relevance, especially in relation to the use of third party applications. Any necessary updates or amendments will be made in response to changes in technology, regulations, or business operations.

4.9. Conclusion
The protection of data produced within the UK is of utmost importance to Room for Good Ltd (trading as “4GOOD”). This policy provides the framework for safeguarding data and ensuring compliance with legal and regulatory requirements. It is the responsibility of all employees, contractors, and third parties to adhere to this policy to maintain the security and integrity of Company data.

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5.EDI POLICY
5.1 INTRODUCTION
The purpose of this Equity, Diversity and Inclusion (EDI) Policy is to outline our commitment to equity, diversity, and inclusion within our sustainable events company. It is applicable to all employees, interns, clients, partners, and stakeholders.
4GOOD is dedicated to fostering an equitable, diverse, and inclusive environment in all aspects of our operations.

We are committed to continual improvement and will review our policy when needed but at a minimum annually.

5.2 OUR COMMITMENT

• To Equity: Ensuring fair treatment, opportunity, and advancement for all individuals.

• To Diversity: Embracing a variety of backgrounds, perspectives, and experiences.

• To Inclusion: Creating an environment where everyone feels valued and empowered to contribute.

5.3. INCLUSIVE AND ACCESSIBLE EVENTS

• Event Planning: Ensure all events are accessible and inclusive to people with disabilities, including physical access, sign language interpreters, and materials in accessible formats. Ask guests before the event on any needs to ensure we can plan accordingly.

• Inclusive Practices: Provide inclusive food and consider a range of learning styles. Ask guests before the event on any needs to ensure we can plan accordingly.

• Cultural Sensitivity: Respect and incorporate diverse cultural practices in event planning. Consider our event content and speakers to represent diverse backgrounds.

• Sustainable Practices: Align events with sustainable practices that respect and preserve environmental and cultural integrity.

• Feedback: Provide a feedback mechanism at each event to ensure attendees can report any EDI issues and further improve our practices.

5.4 HIRING AND EMPLOYMENT PRACTICES

• Equal Opportunities: We will not make employment decisions on the basis of personal characteristics such as gender, race, nationality, ethnic origin, religion or belief, disability, age or sexual orientation, unrelated to inherent job requirements. We will base the employment relationship on the principle of equal opportunity and fair treatment, and will not discriminate with respect to all aspects of the employment relationship, including recruitment and hiring, compensation (including wages and benefits), working conditions and terms of employment, access to training, promotion, termination of employment or retirement, and discipline.

• Internship Opportunities: Offer internships with mentorship and growth opportunities. Support underrepresented groups through partnerships with third parties. Hire by considering skills and qualities over experience.

• Career Development: Provide relevant training and advancement opportunities to all employees, focusing on inclusive leadership and cultural competence.

5.5 WORKING WITH CLIENTS

• Client Education: Educate clients on the importance of EDI in event planning.

• Collaborative Projects: Encourage and support clients in implementing EDI-focused events.

• Feedback Mechanism: Establish a system for clients and attendees to provide feedback on EDI aspects of events.

5.6 CONTINUOUS IMPROVEMENT

• EDI Training: Encourage training for staff on EDI principles and best practices.

• Measurable Goals: Aim to set and review measurable EDI goals and objectives. This process is being implemented and we will improve our accountability and transparency for 2024.

• Open Communication: Encourage open dialogue among employees and stakeholders about EDI issues and improvements.

• Policy Review: Annual review of EDI policies to ensure they remain relevant and effective.

5.7 IMPLEMENTATION

This policy will be implemented immediately and reviewed annually for relevance and effectiveness.
 

6.Terms of Use

Please read these Terms of Use carefully as they set out the basis on which you are allowed to use the mobile software application ("App") or the websites (collectively referred to as the “Services”) offered by Room for Good Ltd (“Room for Good”, “we”, “us”, or “our”). If you have any questions about these terms or do not accept them, please contact us at hello@weare4good.co.uk before registering with the Services. We may change these Terms of Use occasionally, so please revisit our App or website at www.weare4good.co.uk to stay updated. Your continued use of the Services following any updates signifies your acceptance of those changes.

1. ABOUT US

1.1 Room for Good operates through various group companies around the world. These Terms of Use are issued on behalf of the Room for Good Group, so references to "Room for Good", "we", "us", or "our" in these Terms of Use refer to the relevant company in the Room for Good Group responsible for providing you the Services.

1.2 As a social enterprise, we focus on providing services that benefit society and contribute to sustainability. Our services are designed to connect users with opportunities to support charitable causes through their actions and interactions within our platforms.

2. OVERVIEW

2.1 Access to and use of our Services are contingent upon your acceptance of and compliance with these Terms of Use, including our Privacy Policy, which is incorporated by reference.

2.2 You must be at least 18 years old to use the Services, or have permission from your parent or guardian if under 18.

3. GENERAL SERVICE DESCRIPTION

3.1 Our Services enable you to engage in activities and events that promote social good, access information about charities, and participate in community-driven campaigns.

3.2 We collect, process, and store personal data as necessary to provide our Services, in accordance with these Terms of Use and our Privacy Policy.

3.3 The Services include features like event notifications, charity updates, and personalised recommendations based on your interests and activities.

4. LIABILITY

4.1 We do not exclude liability for personal injury, death caused by our negligence, or fraud.

4.2 The Services are provided "as is" without warranty of any kind, either express or implied. While we strive for accuracy, we do not warrant that all information is complete or up-to-date.

4.3 Our liability for any breach of these Terms or related agreements is limited to foreseeable, direct losses. We are not liable for indirect losses or damages beyond our control.

5. USER CONDUCT

5.1 The Services are for personal, non-commercial use. You agree to abide by all applicable laws and these Terms of Use.

5.2 You must provide accurate registration information and keep your account information updated.

5.3 You are responsible for all charges associated with accessing our Services, including internet and mobile fees.

6. CLOSING YOUR ACCOUNT

6.1 You can close your account at any time. To do so, please contact us at hello@weare4good.co.uk.

7. THIRD-PARTY CONTENT AND SERVICES

7.1 Our Services may integrate with third-party platforms, which are governed by their own terms and privacy policies.

8. GENERAL

8.1 Complaints about the Services should be directed to our customer service team at hello@weare4good.co.uk.

8.2 These Terms of Use are governed by English law. Any legal proceedings must be conducted in English courts.