The Paperweight Trust (PW), takes the privacy and security of your data very seriously.
This privacy policy sets out how PW processes personal data (that is, information by which an individual can be identified) collected by us in the course of our lawful activities, and explains our obligations and your rights under the Data Protection Act 2018 and any subsequent UK legislation and regulations (‘Data Protections laws’). This policy has been put in place to protect your rights under the Data Protection laws, and it is important that you understand what we will do with your data and are happy with this.
References to the processing of information includes the collection, use, storage and protection of data.
PW is the ‘data controller’ for the purposes of this policy, and the policy extends to its staff, trustees, volunteers and anyone else processing data on our behalf from time to time.
PW is committed to ensuring that your privacy is protected. Any personal data collected by PW will only be processed in accordance with this privacy policy.
Organisations are permitted to process data if they have a legal basis for doing so. PW processes data on the basis that:
- Express and informed consent has been given by the person whose data is being processed; and/or
- PW has a legitimate interest in processing data; and/or
- It is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement; and/or
- There is a legal obligation on PW to process data.
Where PW is relying on solely consent as the legal basis for processing data, we are required to obtain your explicit consent and you can modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which we are able to provide services to or interact with you in future.
PW may change this policy from time to time and any such changes will be published on our website. Notwithstanding any change to this policy, we will continue to process your personal data in accordance with your rights and our legal obligations.
What data do we collect?
We collect the data necessary for PW to pursue its stated charitable objectives.
However the data collected and stored is necessarily very different for clients/users than for other stakeholders. For the former we collect, under license from the Office of the Data Protection Commissioner, the complete gamut of personal, financial and relevant health information, sufficient to enable us to fulfil our role in the provision of domestic crisis management in its several forms. This data is held securely and no element is ever shared with third parties without express written permission from the data subject.
Data collected and processed for other stakeholders (non-clients) include, but is not limited to:
- Names and contact information such as telephone numbers, email and postal addresses
- Stakeholder, supporter and donor records
- Such other information that is relevant and necessary for PW to carry out its activities, charitable purposes and legal obligations.
What we do with the data we process
PW uses the data collected on clients/users to progress our assistance in an holistic multi-disciplinary manner as is the hallmark of PW.
For all other stakeholders, including referral agencies and individuals the function is to maintain accurate internal records of our engagement with volunteers, charities, supporters, partner organisations, staff (both paid and voluntary) and others. These records facilitate our activities run in accordance with our charitable objectives, including raising funds and awareness about our work through campaigns and events. Data may be processed and viewed, to the extent necessary, by staff, trustees and certain volunteers in the course of PW’s activities (all of whom work in accordance with this privacy policy) and will be retained only for as long as is reasonable and permissible in law.
You, as the data subject, may request deletion of your data at any time in writing, subject to any overriding legal requirement for its retention. You, as data subject, can also unsubscribe via the website of any mailing list you are subscribed to.
Any personal data of a (potential) volunteer is shared with a charity under strict understanding that this is only for the purposes of the volunteering opportunity.
Unless a longer retention period is required or permitted by law, we will only hold your personal data for the period necessary to fulfil the purposes outlined in this privacy notice or until you request that your personal data be deleted.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial proce-dures to safeguard and secure the data we process. Persons processing data on behalf of PW do so in accordance with this policy and on the basis that PW is satisfied that they can and will ad-here to our high standards for data protection and security.
The transmission of information over the internet is inherently insecure, and we cannot guaran-tee the security of data sent over the internet. You are responsible for keeping the password you to login to our website or App confidential; we cannot see your password and will not ask you for your password.