You can visit the website and the documents it contains without disclosing any personal information.
Any information you provide will not be disclosed to any third party, and the data will be held in accordance with the General Data Protection Regulation (GDPR).
Our web server logs each visit according to the page(s) visited and the internet protocol (IP) address.
Ross-shire Women’s Aid (RWA) Privacy Notice
Ross-shire Women’s Aid is providing this information, so you know what data we hold for you and why, and how we keep your data protected in compliance with the General Data Protection Regulation (GDPR).
Your personal data – what is it? 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 any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679 (the “GDPR”)
Who are we? RWA is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How are we collecting this information? With your consent, data you provided to become a RWA Member is transferred to an encrypted database to outlook mailing lists and external mailing software. On an annual basis we will also ask you to renew your membership which will include updating your contact and organisational details.
With your consent, data you provided to sign up to our e-newsletter is transferred from our encrypted database to external mailing software. On a bi-annual basis we will ask you to renew your interest in the e-newsletter.
Your details may be transferred to third party providers and held there for example events, surveys and for e-newsletter purposes. We only use third party systems to store and process your data for which we have completed an assessment exercise to ensure your data is secure.
What information are we collecting? We collect your contact details, organisational information, information on your interests that relate to events and services offered by RWA, and information related to your charitable donations to RWA.
How do we process your personal data? RWA complies with its obligations under [the GDPR] by keeping personal data up to date;
- by storing and destroying it securely; by not collecting or retaining excessive amounts of data;
- by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the following purposes: –
- To enable us to provide membership services;
- To administer membership records;
- To fundraise and promote the interests of RWA;
- To maintain our own accounts and records.
- To operate the RWA web site and deliver the services that individuals have requested.
- To inform individuals of news, events, activities or services running at RWA.
- To facilitate the establishment of networking groups
- To facilitate the establishment of connectivity between members and external parties
- To process gift aid applications.
- To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.
What is the legal basis for processing your personal data? Depending on the activity your data is used for, we will rely on one of the following conditions for processing: a legitimate interest; a legal obligation; or your consent to process your data, as explained below.
“GDPR Article 6(1)(a) – Consent of the data subject”
We will only email you about our events, services and opportunities which are relevant to RWA and our activity, or call registered numbers, if we have your express consent to do so. We may send you post unless you have asked us not to.
“GDPR Article6 (1)(c) – Processing is necessary for compliance with a legal obligation”
If you make or have made a charitable donation to RWA, we will process your name, address, and donation information under 6(1)(c) of the GDPR for the purpose of administering your donation.
“GDPR Article 6(1)(f) – Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.”
We will hold data relating to any activity you participated in as a RWA contractor, employee and/or a service user, including your name, activity details, and dates of attendance under 6(1)(f) of the GDPR for the purpose of monitoring our activity and to provide you with the information e.g. attendance and participation in RWA.
Sharing your personal data Your personal data will be treated as strictly confidential, and will be shared with your consent, in relation to RWA activity, only with:
- all RWA Members
- RWA funding requirements ie Milo
- Recognised RWA partners and stakeholders
- External agents contracted by RWA such as mail chimp, survey monkey, Eventbrite, IT and software providers
We will not disclose your data without your consent to third parties, except where they are acting as authorised agents for RWA for the above purposes or where we are permitted or required to do so by GDPR.
How long do we keep your personal data?
Membership We keep your personal data for no longer than reasonably necessary for a period of one year in order to provide membership services. Membership and data will be renewed on an annual basis.
E-newsletter For those who sign up to our newsletter, email addresses are retained for a period of two years. The e-newsletter database will be renewed every two years.
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 which RWA holds about you;
- The right to request that RWA corrects 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 RWA to retain such data;
- The right to withdraw your consent to the processing at any time.
- The right to request that RWA provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)
- 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 Commissioners Office.
- If your personal data is to be transferred to countries or territories outside the EU we will detail of how the data will be protected. Where and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries of complaints please in the first instance, contact us in writing to:
Ross-shire Women’s Aid
Or email: firstname.lastname@example.org