The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
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.
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.
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.
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.
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
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.
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 using HWC services 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.
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.
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.
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.
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.
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