WWFT Privacy Policy
Here at the Wilf Ward Family Trust, we take your privacy seriously. We are dedicated to looking after your personal information in a way that you feel is safe and secure, handling it in a responsible manner and complying with data protection laws. When it comes to your privacy we aim to be:
- Simple – We want to make it easy for you to understand how we use your data and to understand our privacy policy and processes. A copy of the easy read version can be requested by emailing: infosec@wilfward.org.uk
- Transparent – We want you to be clear about the personal information we collect, why we collect it and how we process it.
- Control – We want you to understand your rights around what we use, keep, or delete.
Our full Privacy Statement is below we would suggest you take time and reads and understand it. If you have any questions, please contact us at infosec@wilfward.org.uk
This policy includes:
What information do we hold?
We do not sell or trade your personal information; Wilf Ward Family Trust website has links to other sites. Wilf Ward Family Trust is not responsible for the privacy practices, actions, or content of these external sites.
We collect information for specific purposes, such as employee data or data of the individuals we support. Each type of data collection has its own privacy notice. If you need a copy, please contact infosec@wilfward.org.uk
We collect and hold information to fulfil our contracts with employees, individuals we support, and suppliers, or to comply with laws and regulations.
Personal Information
If you send us an enquiry, we may collect personal information you provide, including:
- Name
- Email address
- Telephone number
- Address
- Any other information you choose to share
Information we hold may have come from you, internally within the Trust or from external sources. We will treat all information with the same level of care.
Who can see your data?
Due to the nature of the work, we complete it is sometimes necessary for different people to have access to your information. (This could include sensitive information).
Access to personal information is only granted on a need-to-know basis. We have clear policies to ensure this process is managed. If you have any queries about a specific process, please contact infosec@wilfward.org.uk
Why do we need to see your information?
The reason varies according to the type of information like:
- Communicating with you: Responding to your inquiries.
- Complying with legal obligations: Adhering to applicable laws and regulations.
- Recruitment: To enable safe recruitment processes.
- Providing and improving our services: Ensuring our services meet your needs and help you live amazing lives through outstanding support.
Where is your information kept?
Dependent on the reason we are keeping your information we may keep it in electronic form and/or paper copies.
We adhere to strict security procedures to prevent unauthorised access to, and loss, misuse, or alteration of your personal information in accordance with UK data protection legislation. These includes firewalls and virus-checking procedures. We also have Trust policies to support these procedures.
How long can we keep your information for?
The Trust has a schedule of retention covering all the types of data we may hold. We comply with those dates. Information stored on our server is backed up on a regular basis. The backups are deleted on a rolling basis. This means even after your data has been destroyed it may be held on the back up until that is cleared. This will be a maximum of 365 days.
Please Note that the insurance company requires us to keep Employee Records and essential records about People We Support for a further 6 years, after they have left us. If you want further details, please contact us.
How are we meeting the legislation regarding the protection of your information?
We have to be able to demonstrate that our processing of your data is for purposes recognised by the law, the General Data Protection Regulations.
There are a number of grounds that data may be processed under, and these depend on the reason for processing:
- Contractual: we need the information to perform the contract you have requested.
- Legal: should we be legally required to contact you concerning a service or purchase.
- Legitimate interest: this allows us to manage our relationships effectively and efficiently and improve our service.
Due to the nature of work, we carry out we also process Criminal Record Data and health information, we will rely on the above lawful reasons for processing, along with meeting the criteria laid out in Schedule 1 of the Data Protection Bill 2018 due to the nature of the work we carry out within Social Care.
What rights do you have?
The law relating to data protection provides you with certain rights:
- You have the right to ask us to provide you with further information about your personal data, including the right to request a copy of the personal data held by us.
- You have the right to ask us to correct any inaccurate information we may hold about you or to have your data erased.
- You have the right to ask us not to process your data in particular circumstances and to object to particular processing activities we undertake.
- You have the right to withdraw your consent for us to contact you, in certain circumstances.
- You have the right to ask us to transfer computerised information we hold, in particular circumstances, to another data controller.
If you wish to exercise any of these rights, or have any queries, please contact the Information Security Group infosec@wilfward.org.uk
How do I make a complaint?
You have the right to lodge a complaint regarding the protection of information. Please contact our Information Security Group infosec@wilfward.org.uk
We will acknowledge complaints within 30 days and respond to them ‘without undue delay’. Click here to contact us.
Alternatively, you can report a concern to the Regulator, The Information Commissioner (ICO). The ICO can be contacted via their website: http://ico.org.uk follow the links or have an online Live Chat. Postal address: ICO, Wycliffe House, Water Lane, Wilmslow SK9 5AF. Or call the ICO helpline on 0303 123 1113.
CCTV
We use Closed-Circuit Television (CCTV) systems at some of our premises for the purposes of security, safety, and crime prevention. CCTV footage may capture images of visitors, staff, Individuals we Support, volunteers and other individuals in and around our premises.
The legal basis for processing CCTV data is our legitimate interests in ensuring the safety of individuals, protecting property, and preventing/detecting unlawful activity. CCTV recordings are retained for a limited period of time in line with our retention policy, after which they are securely deleted, unless required for the investigation of an incident or legal proceedings.
Access to CCTV recordings is strictly controlled and limited to authorised personnel. Footage may be shared with law enforcement or other authorities where legally required.
For more detailed information about how we use CCTV, including your rights in relation to CCTV footage, please refer to our separate CCTV Policy, which is available on request.
Updates to this policy
We may update this policy at any time without notice. We will tell you we have updated the policy by posting an announcement on our website. By continuing to use the website after we have posted a notice informing you of an update, you accept the changes to this policy.
Contacting us
If you have any questions concerning this privacy policy, please contact us:
By e-mail infosec@wilfward.org.uk
By telephone – ask for a member of the Information Security Group on 01751474740
By post – to Information Security Group at Westgate House, 5 Westgate, Pickering YO18 8BA
Cookie Policy
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As a rule, cookies will make your browsing experience better. However, you may prefer to disable cookies on the site and on others. The most effective way to do this is to disable cookies in your browser. We suggest consulting the Help section of your browser or taking a look at the About Cookies website which offers guidance for all modern browsers.