DATA PRIVACY NOTICE

1. 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 (the “GDPR”).

2. Who are we?

West Norfolk Befriending (WNB), and specifically the Chief Executive, is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

West Norfolk Befriending (WNB) 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 a voluntary service for the benefit of clients in West Norfolk and surrounding areas as specified in our constitution;
• To administer client records;
• To fundraise and promote the interests of the charity;
• To manage our employees and volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To inform you of WNB news, events, activities.

4. What is the legal basis for processing your personal data?

• Explicit consent of the data subject so that we can keep you informed about WNB news, events, activities and process your gift aid donations;
• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
• Processing is necessary to allow WNB to make an informed decision as to whether to assess an application for a volunteering position or for an employment contract and allow us to carry out equal opportunities monitoring.

5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of staff or Volunteers in order to provide an effective befriending service to clients. We will only share your data with third parties outside of the organisation with your consent.

6. How long do we keep your personal data?
We keep data in accordance with WNB’s Data Protection Policy.  Specifically, we retain client, volunteer and staff data while it is still current (and for one year thereafter); gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate;

7. 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 WNB holds about you;
• The right to request that WNB 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 WNB to retain such data;
• The right to withdraw your consent to the processing at any time
• The right to request that the data controller 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).  [This only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
• 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.   [This only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
• The right to lodge a complaint with the Information Commissioners Office.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Chief Executive (Mrs Pippa May) at West Norfolk Befriending, 12 Thoresby College, Queen Street, King’s Lynn. PE30 5HX, or call 01553 763500, or by email to info@wnbefriending.org.uk

You can also choose to contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

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