World Independent Living Day (WILD) is committed to protecting the privacy of personal information which the organisation collects, holds and administers. Personal information is information relating to an identified or identifiable person.
WILD fully endorses and adheres to the following six Principles of Data Protection set out in the General Data Protection Regulations (GDPR). Any personal information that you share with us will be:
- processed lawfully, fairly and in a transparent manner.
- collected for specified purposes which we will explain to you.
- necessary to achieve our stated purpose. We will not collect personal information that is not essential to our purpose.
- kept as accurate as possible and, where necessary, kept up to date.
- kept for no longer than is necessary.
processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.
- WILD Directors are responsible for adopting and reviewing this policy.
- WILD‘s Director are responsible for the implementation of this policy and for advising the Board on changes in data protection law.
- Why we collect personal information
We collect personal information for the following reasons:
To provide our services ( including Events, community based research and grant administration )
KEEPING IN TOUCH
To keep people at other organisations, supporters and people interested in our work and activities in touch with what we are doing, how they can support us and to make them aware of other services and opportunities
- To raise money for WILD through our website or other fundraising platforms.
- As an employer and provider of voluntary opportunities
- As an employer or potential employer and in order to offer volunteering opportunities.
How we collect personal info
We will collect information from you in person, over the phone and by email or via our website. When we collect personal data in relation to our services we will explain why we are recording personal data, how it will be used and processed and ask you for consent.
KEEPING IN TOUCH
We collect information in a number of ways in order to keep you in touch with our services and those of other local organisations.
- Directly from you at events and meetings
- Indirectly, if you give via a fundraising platform such as Just Giving, Give As You Live, etc. where you have given them permission to pass your details to us.
- Social media – where you share information with us.
- Via emails from partner organisations.
- Via automated processes on our websites – see website section below.
WHAT PERSONAL INFORMATION WE COLLECT AND HOW WE USE IT
For the provision of our Events and other community related services the personal information we collect can include, name, address, email address, phone numbers, health information, details about your personal circumstances and equality monitoring information. You will be asked to give your consent to us holding such personal information when you access our services. We will use the information you provide only for the purposes of the service(s) you are using.
Using some of our services, may involve us sharing your personal information with other organisations such as a referral partner organisation or funder. We will always ask your consent before we do this.
KEEPING IN TOUCH
To keep you in touch with our work and other services the personal information we collect can include name, address, email address and phone number. If you are a service user we will always ask your consent to contact you with information and you can withdraw your consent at any time by writing to us.
In order to manage donations or enable you to fundraise for us we will need personal information including your name, address and email address. For donations we will also ask whether you are a UK tax payer. We will also ask for payment information and will always use a secure payment service to process your payment.
HOW LONG WE WILL KEEP YOUR DATA
We will not keep personal information for longer than necessary and will destroy information securely according to our data retention policy.
However, you can withdraw your consent at any time by writing to us and we will remove your personal data from our records within one month of your request, as long as there are no legal requirements for us to keep it. If we have shared your personal data with other organisations, we will inform the relevant organisations to tell them that you have requested that we remove your personal data. We may then keep the minimum necessary information in a file for monitoring purposes.
KEEPING YOU IN TOUCH
We will keep your contact details on our distribution lists until you tell us that you want to be removed.
Fundraising and donations
We retain information about donations as required by HMRC and for audit purposes. Information about supporters and donors is retained for 5 years after the last interaction, to help us communicate with you appropriately, to identify trends, and to fundraise more effectively. You may ask us to stop using your data at any time, and subject to our audit and HMRC responsibilities, you may ask us to delete your data. We may then keep the minimum necessary information in a file for monitoring purposes.
AS AN EMPLOYER AND PROVIDER OF VOLUNTARY OPPORTUNITIES
We will keep records of past employees for up to 7 years after the date they left our employment. We will keep records of unsuccessful applicants for either paid or voluntary roles for up to 1 year after the date of their application. We will keep details of volunteers for up to 2 years after the date they stop volunteering for the organisation.
Security of your data
We are committed to ensuring your personal information is secure. In order 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. All data we collect electronically is securely backed up and hosted within the UK. We use a number of companies to help us provide our services. Any of your personal data that is processed via these companies is kept secure and remains the property of WILD. We will ensure that the companies that we use have up to date Privacy Policies and work to data protection legislation requirements.
PERSONAL INFORMATION GIVEN VIA WEBSITE
We use Google Analytics on our websites to monitor visitor activity and make changes to improve functionality. Google Analytics generates statistical and other information about websites use by means of cookies, which are stored on your devices. The information generated relating to the WILD website can be used to create reports about the use of the sites. Details captured during your visit could include, but are not limited to, the pages you visit, how long you spend on each page, how you got to the site (e.g. via a search engine), and what you click on while you’re visiting the site.
Our website contains links to other websites of interest. You should be aware that we do not have any control over the content or security of external sites and therefore we cannot be held responsible for the protection and privacy of any information which you provide whilst visiting these sites. You should exercise caution when disclosing personal information on any website and should read the website’s privacy statement to understand how your personal data will be used.
LEGAL BASIS FOR PROCESSING
Data Protection regulations permit the processing of your data under 6 different legal bases.
When processing your data, we rely on the following bases, depending on the purpose of the processing, and how we use it to communicate with you:
- Consent basis – We rely on your consent when we record your personal information because you are using our services. We also rely on consent basis when sending service users information about our services or other services either by email, SMS/ text or post.
- Vital interests – We rely on vital interest in safeguarding situations where the processing of personal data is necessary to protect someone’s life.
- Legitimate interest basis – We rely on legitimate interests when sending staff connected to other organisations information by email about our work or the work of other organisations.
- When we do this, we will always provide you with easy ways to ask us not to send such information in the future. We also rely on legitimate interests when processing personal data in relation to volunteers or people applying for voluntary positions.
- Contractual basis – We rely on a contractual basis if you work for us, or apply to do so, in order to process your application and provide support for employees/ monitor performance.
Legal obligation basis – We utilise this basis for processing data for Gift Aid, in our role as employer, and where necessary for regulatory matters.
Under the Data Protection Act 1998 and the General Data Protection Regulations you have certain rights about the personal information we hold about you:
- You have the right to receive copies of the information we hold on you.
- If you are a service user you have a right to withdraw your consent to us holding your personal information and ask for it to be removed.
- You have a right to object to processing that is likely to cause, or is causing you damage or distress.
- You have a right to prevent processing for direct marketing.
- You have a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed.
- You have a right to claim compensation for damages caused by a breach of data protection legislation.
Applications for any of the above can be made in by email to firstname.lastname@example.org
If you have any queries relating to how WILD has processed your personal information you can contact us.
If you are unhappy with our response to your enquiry about how we have processed your personal information, you have the right to lodge a complaint with the Office of the Information Commissioner.
Information commissioner’s office
If you would like more information about the Data Protection Act and the General Data Protection Regulations you can contact the Information Commissioner’s Officer at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113
WILD will review and may update this policy from time to time. You should check this page periodically to ensure that you are aware of any changes.