What type of information we have:
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Information on protected characteristics to ensure we are meeting legal requirements around equality and diversity
- Personal finance information for people we are supporting with budgeting advice and benefit application
- Information on previous employment, skills and qualifications from job and volunteer applicants
- Email addresses for marketing purposes
- Next of kin information for staff and volunteers
- Basic attendance information for funders
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- To stay in contact with you for marketing or support purposes
- To support volunteers or staff in an emergency situation
- For application purposes for grants, benefits, employment or volunteering applications
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You can remove your consent at any time. You can do this by contacting the Centre Manager
- We have a contractual obligation.
- We have a legal obligation.
- We have a legitimate interest.
What we do with the information we have
We use the information that you have given us in order to meet operational requirements around staffing and volunteering, in case of a medical emergency, to support centre users and to keep you updated with events and activities at the centre.
We may share this information with medical professionals in case of an emergency or local authority safeguarding departments if we have a concern for welfare.
How we store your information
Your information is securely stored on password protected IT systems and in locked filing cabinets in keycode protected office space with restricted access.
We keep employee and volunteer information for up to 12 months after you are no longer involved with The Welcome. We will then dispose your information by deleting computer records and shredding paper files.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org or call 01565 750905 if you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113