DATA PRIVACY NOTICE - Whirlow Grange Limited & Whirlow Spirituality Centre
Introduction: this privacy notice tells you what to expect when Whirlow Grange Limited (WGL) and Whirlow Spirituality Centre (WSC) collect personal data. It applies to information we collect about:
· online subscribers to our mailing list (managed through MailChimp)
· people who complete and return our Keeping In Touch forms
· people booking to attend WSC events
· those involved with the normal functioning of WSC or WGL
· applicants for WGL grants
· those who complete Gift Aid declarations in relation to donations made to WGL.
Your personal data: personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with other information in the data controller’s possession or likely to come into such possession. Processing of personal data is governed by the General Data Protection Regulation (GDPR).
Who are we? Whirlow Grange Limited (WGL) is the data controller and also operates Whirlow Spirituality Centre (WSC). It decides how your personal data is processed and for what purpose.
How do WGL and WSC process your personal data? WGL and WSC comply with their obligations under the GDPR by: keeping personal data up to date; storing and destroying it securely; not collecting or retaining excessive amounts of data; protecting personal data from loss, misuse, unauthorised access and disclosure; ensuring appropriate technical measures are in place to protect personal data.
WGL and WSC use your personal data for the following purposes: -
to promote the interests of WSC
to manage volunteers
to maintain accounts and records (including events bookings and the processing of grant applications and gift aid applications)
to inform you of news, events, activities and services running at the centre.
On what legal bases do WGL and WSC process your personal data?
1) You (the data subject) give explicit consent so that we can keep you informed about news, events, activities and services, process your bookings, grant applications and gift aid donations
2) processing is necessary for carrying out obligations under law or a collective agreement
3) processing is carried out by WGL / WSC as a "not-for-profit body with a political, philosophical, religious or trade union aim provided: -
it relates only to those who have regular contact with it in connection with those purposes
there is no disclosure to a third party without consent."
Sharing your personal data: personal data will be treated as strictly confidential and will only be shared with others in order to carry out a service to them or for purposes directly connected with that activity. (For example, WSC staff or volunteers may circulate necessary data about a member of the cleaning rota to others on that rota to enable them to carry out that service). We will not share your data with third parties.
How long do we keep your personal data? Gift aid declarations and associated paperwork are kept for Financial Audit purposes for six calendar years and thereafter deleted. Bookings data for events is kept for no more than one year after that event administration is complete. WGL grant applications are kept until the application has been processed by the board and thereafter deleted.
Your rights and your personal data: unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
the right to request a copy of your personal data that WSC and WGL hold about you
the right to request that staff of WSC or the board of WGL correct any personal data if it is found to be inaccurate or out of date
the right to request your personal data is erased where it is no longer necessary for WGL and WSC to retain it
the right to withdraw your consent to the processing at any time
the right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
the right to object to the processing of personal data (where applicable)
the right to lodge a complaint with the Information Commissioner's Office.
Further processing: if we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Contact Details: to exercise all relevant rights, queries or complaints please, in the first instance, contact the WSC office on 0114 2 353704 or email the WGL board at firstname.lastname@example.org
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.