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WINTON GOVERNANCE DATA PROTECTION POLICY

WINTON HOUSE CENTRE (WHC)

General Data Protection Regulation

Privacy Notice

WHC is a limited company and registered charity not linked with any other company or with any business organisation.  It conducts limited commercial activities and other charitable activities.  This privacy notice states the legal basis for WHC to hold and use information about you, and explains how we use any personal information we hold about you when you agree to become a volunteer in WHC’s activities, enter into a contract with  you or provide you with other services or activities.

We collect and use information about you on the legal basis that doing so is within the purposes of our legitimate interests which do not infringe your interests and rights and we comply with data protection laws.

Petersfield Voluntary Care Group (PVCG)

Where we collect information for this Group we do so as agent for the Group under the terms of an agreement with the Group and only as a “data processor” on their behalf.  We comply with PVCG’s directions in connexion with the protection of that data. 

What information do we collect about you?

Staff, Volunteers and Trustees

We require full names, addresses and contact details (and, if appropriate, emergency contact details) to enable us to conduct our commercial and charitable activities.  For employed staff we also require all information necessary to process payroll and other legal obligations.  We may also make notes about your health where that is relevant to ensuring your safety in case of emergency.

Beneficiaries and Supporters

These include those who attend events which we organise and contributors to the 100 Club. We may collect and keep your name address and contact numbers, email addresses and emergency contact details.

How do we use the information about you?

People who contact us in relation to our services except in relation to Petersfield Voluntary Care Group and others whom you ask us to contact for you.

We will use your information only so far as is necessary to carry out your request and may pass it to such organisations where that is necessary to carry out your request.

Staff, Trustees and volunteers

We will use the information for the purposes of organising the activities and governance of WHC.  With regard to Trustees we have a legal obligation (unless you have obtained a dispensation) to provide your contact details and date of birth to the Charity Commission and Companies House.

 

Other beneficiaries

This includes any third party with whom we have dealings which are not purely commercial.  We will use your information only for the purposes of providing services or enforcing our rights under contracts or other legal relations or so far as is necessary to provide the service which you have asked for.

We will not share your information with anyone for marketing or any other purpose except as required by law or for fraud prevention.

We will keep your personal information for as long as you continue to volunteer with us or until we reasonably infer that you no longer wish to use our services or join in our activities. It is possible that there will be references to you in general records, though this will normally be not more than your name or possibly telephone number, which it will not be practical to remove.

Access to your information and correction

You have a right to request a copy of the information we hold about you. If you would like a copy of some or all of your information, please email or write to Finance Administrator at Winton House Centre, 18 High Street, Petersfield, Hampshire GU32 3JL.

We want to make sure that your information is accurate and up to date. Please ask us to correct or remove any information you think is inaccurate.

The right to request erasure (also known as the “right to be forgotten”.)

You have the right to ask for the deletion or removal of personal information where there is no compelling reason for it to be kept, but, if the purposes for which the information was collected still exist, WHC will be entitled to keep the information. Any request for erasure should be sent to the Finance Administrator as noted above.

The right to complain

If you are concerned about the way WHC deals with your personal information you have the right to complain to the Information Commissioner’s Office.  You can contact them by calling 0303 123 1113 or go online to www.ico.org.uk/concerns .

How to contact WHC

Please contact us if you have any questions about this notice or the information we hold about you by writing to the Centre Manager or by email to This email address is being protected from spambots. You need JavaScript enabled to view it. or by post to Winton House Centre, 18 High Street, Petersfield, Hampshire GU32 3DQ