There are some changes in data protection law, so we’ve updated our Privacy Notice in accordance with the legal requirements.
1. Introduction
This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
2. Legal Basis
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
Consent
In specific situations, we can collect and process your data with your consent. For example, we ask for your consent when you fill out the Service User Form on first registering with Hillingdon Women’s Centre.
Contractual obligations
In certain circumstances, we need your personal data to comply with our contractual obligations. This basis is generally not applicable to your data and Hillingdon Women’s Centre.
Legal compliance
If the law requires us to, we may need to collect and process your data. This basis is generally not applicable to your data and Hillingdon Women’s Centre.
Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
For example, we will your postcode as a way of identifying the number of women we support within the local borough versus other neighbouring boroughs. This type of statistical information is used to support our bids for funding. We will also use your address details to send you updates on our services and our newsletter.
3. When do we collect your personal data?
When you visit Hillingdon Women’s Centre on the first occasion we will ask you to complete a Service User Registration Form.
When you visit our website you will be asked for contact information if you register for one of our workshops or events or if you wish to contact us.
When you engage with us on social media
When you contact us by phone, email or via the website
4. What sort of personal data do we collect?
The Service User Registration Form will ask for your name, address, email and telephone number. It will also ask for your age group, religion, ethnicity, sexuality, preferred method of contact, information on how you heard about the Women’s Centre and reason for contacting the Women’s Centre.
If you go on to use one or more of the services provided by the Women’s Centre then we will track attendance.
If you are seeking advice or information or attend a meeting with a solicitor then notes relevant to this and any agreed actions may be captured on your registration form.
If you visit our website and register for our services then your email address is captured such that we can respond to your enquiry.
If you call the Centre and leave a voice message then your name and contact phone number are recorded in a book
If you apply to volunteer or work at the Women’s Centre we will also seek copies of documents you provide to prove your age or identity where the law requires this. (including your passport and driver’s licence). This will include details of your full name, address, date of birth and facial image. If you provide a passport, the data will also include your place of birth, gender and nationality.
5. How and why do we use your personal data?
As we are a small charity we are depending on grants from the council and other foundations. In making applications for grants we are often asked to provide statistical data to support our request and demonstrate the reach of the services we provide. No individual information is provided as part of this. The supporting data is purely statistical in its nature. For example 80% of all women registered with HWC in 2017 lived in the Hillingdon Borough.
If as part of your engagement with us we make a referral to another organisation to provide you with assistance then we may pass your details on but only if we have specifically been provided with consent to do so by you.
6. How we protect your personal data
We know how much data security matters to all our customers. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
All Service User Registration Forms are stored in a locked cabinet.
The data on the Service Registration Form is entered into our online database provided and maintained by CharityLog (who are also compliant with GDPR). Access to this is limited to specific users with individual login accounts and passwords.
We secure access to all transactional areas of our websites (MyDonate page) using ‘https’ technology.
7. How long will we keep your personal data?
Paper based records are retained for 1 year and are then securely disposed of.
The online record (in CharityLog) is held in an active status for 5 years.
Application forms, shortlisting and interview forms of candidates who do not take up a position at HWC, will be retained for 6 months.
For candidates who commence employment their records will be retained for a period of 6 years once they have left HWC.
For volunteers who take up a voluntary position with HWC, their records will be retained for a period of 6 months once they have left HWC.
8. Who do we share your personal data with?
We do not share your data with any other third party, unless specifically asked by you to pass information along for the purposes of support you are seeking from that third party.
9. What are your rights over your personal data?
You have the right to request:
Access to the personal data we hold about you,
The correction of your personal data when incorrect, out of date or incomplete
That we stop consent based processing of your personal data after you withdraw that consent.
10. Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113
Cookies
Information about our use of cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. The information collected by cookies is non-personal and identifies you only by your Internet Protocol (IP) address.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive.
Our website uses “analytical” cookies allowing us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to monitor and improve the user experience provided by our website. This service is provided by Google Analytics and information generated by these cookies about aggregated use of the website will be transmitted to and stored by Google on their servers in the United States. This information uses your Internet Protocol (IP) address so we cannot identify you from the information collected. Google will not associate your IP address with any other data held by Google.
Use of Google Analytics
Our website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). The information generated by the cookie about your use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. Further information about Google’s privacy policy may be obtained from http://www.google.com/privacy.html.
You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to use the full functionality of the website.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to manage and delete them, visit www.aboutcookies.org.
By using our website, you consent to our use of cookies as described above.