1. Who we are
We are Wythenshawe Good Neighbours (WGN), a Community Interest Company (CIC number 12477405). Our community group’s work centres on promoting wellbeing for older people – helping them to connect to, enjoy, and benefit from their local community and all it has to offer them. Our registered office is: Flat 6, Thorngrove House, 9 Thorngrove Avenue, Manchester, England, M23 9PQ.
As such, we only collect personal data about you which is legal and necessary to the services that we provide and/or for which you give us your consent.
2. What do we mean by personal data?
Personal data is information that identifies you. The personal data we collect may be:
- your name, postal address, email address and phone number
- additional data (such as your equalities information and detailed information about you and your needs), depending upon the service we are delivering for you
- photographs or videos of you, if you attend one of our WGN projects or events (including those co-hosted with our partner organisations)
3. Why do we collect information from you?
To enable us to deliver services and activities to you, we need to collect and hold your personal data.
We collect your data for the purposes outlined below:
- To make sure we keep you safe while you are accessing our services
- For internal record keeping; particularly if you would like us to respond to your feedback and/or a complaint
- For reporting e.g to to our funders (this will be kept anonymous, unless necessary and agreed with you) and to help us to improve and develop our services
- For market research purposes (to help us to improve and develop our services)
- To process a payment for our service/s, an order, or a donation that you have made to Wythenshawe Good Neighbours
- To process payment of services that we have received from you
- From time to time, we may contact you about new events or promotions
- If you are a WGN member, you may have asked to receive our monthly postal newsletter, which features news about our events and projects (and relevant partner initiatives).
- You might have signed up to receive our newsletter by email, or one of our staff might have asked you if you would like to receive it. We keep this data under the lawful basis of legitimate interest, and we believe it is in your interest to keep receiving our newsletters so that you are informed about our services, events and activities (and those of our relevant partner organisations). You can, of course, ask for your data to be removed from our postal mailing list or email list at any time.
- We also use personal data, particularly images, to share and promote our work.
Photographs and films
We often take photographs and film at our activities and events. These may be used by WGN for our promotional purposes (printed and digital) or for fundraising support materials.
We will only share photos of you and/or data about you with your permission. (We will also check with you first that you are happy for us to take your photograph or film you).
Occasionally, organisations that work in partnership with us, fund us, or want to tell people about our work, may also wish to use film or photographs. We will only do this by providing you with full details and gaining your consent prior to sharing.
If you are unhappy about this, please tell us. We will then make sure that we do not take/use any photographs/films of yourself, and that you will not appear in any group photographs or films that may be used in our publicity.
You can do this by speaking to a WGN staff member in advance, or on the day of an activity/event/project or by writing to us via email at WGNresilience@outlook.org or by calling us on 0161 905 3898.
4. How do we collect information from you?
You may give us your personal data by:
- filling in one of our forms, on our website or a hard copy (for example, our agency referral or self-referral forms / our volunteer form
- signing up to our email or postal newsletter
- telling us about your details by phone or by email, or another way that you choose
- attending a WGN project/event and having photographs or videos taken of you entering one of our competitions by post, phone or email
- signing up to go on one of our WGN day-trips
When we ask you for personal data, we will always tell you why, and we will ask you to confirm that you are happy for us to collect it. We may use your details to contact you with information you have specified an interest in e.g. your information preferences.
5. Your choice about information we keep about you
The Data Protection Act 2018 controls how your personal information is used by organisations, businesses or the government. The Data Protection Act 2018 is the UK’s implementation of the General Data Protection Regulation (GDPR).
Under this law, you have the right to:
- be informed about what personal data we are holding about you
- know how your personal data is being used by us
- access your personal data
- have this data corrected, updated or deleted at your request, at any time (with the exception of criminal data). You can do this by writing to us via email: WGNresilience@outlook.com or by post to: Flat 6, Thorngrove House, 9 Thorngrove Avenue, Manchester, England, M23 9PQ. We will remove the information (and show that we have done this, if you ask us to)
- stop or restrict the processing of your data and object to how your data is processed in certain circumstances e.g. ask us not to use your data for marketing purposes; or ask us not to share it with partner organisations or stakeholders
6. Who has access to your information?
- We do not share information with third parties for use in their marketing campaigns
- We do not sell information to third parties
- We will never pass on your personal data to any other organisation or individual without your consent. We would only ever pass on your data to another organisation if we were required to do so by law, in the following circumstances:
- Where we are legally required by law to disclose your personal information, for example, a matter concerning safeguarding
- To support fraud protection and reduce the risk of fraud
- From time to time, we may have to share common information with third parties who are working on our behalf. These circumstances could include:
- companies who are processing payments on our behalf i.e. our bank
- companies who provide us with software that we use to store data, such as accountancy information/ our customer relationship management data systems
Any such organisations are only given the data required to undertake their agreed services to us. They are not permitted to use any of this data to undertake their own promotional (or other) activity.
7. How we keep your information safe?
We ensure that we are keeping your data safe and secure by putting appropriate security measures and systems in place and by training our staff.
All information about our service users, staff and volunteers is kept locked and electronically password protected. We train all our staff who are likely to come into contact with your data, so that they understand how they should process it, keep it accurate, and ensure it is always safe.
If someone accesses your private information from our database, unauthorised by/unknown to us, we will immediately investigate how the data breach has happened and review how we store information. If someone gets hold of a lot of private information, we have a duty to tell the Information Commissioner’s Office.
We have a small staff team at WGN. You will only receive emails from us from the following addresses: email@example.com / WGNresilience@outlook.com
Any opinions expressed in emails sent from WGN are those of the individual and not necessarily the organisation. Emails and any files sent with them are confidential and solely for the use of the intended recipient (unless otherwise specified by WGN).
If you are not the intended recipient, or the person responsible for delivering emails to the intended recipient, be advised that you have received an email in error and that any dissemination, distribution, copying or use is strictly prohibited. If you have received an email in error, please accept our apologies for our mistake. To let us know an email has been sent to you in error, please email it back to the sender at WGN.
8. Cookies and Websites
Links to other websites: Our website may contain links to enable you to visit other websites of interest easily. Once you have used these links to leave our site, we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites, and such sites are not governed by this WGN privacy statement. You should look at the privacy statement applicable to the website in question.
9. How to get in touch with WGN
If you have any queries about anything in this policy, please contact us by either:
Phone: 0161 905 3898
Post: Flat 6, Thorngrove House, 9 Thorngrove Avenue, Manchester, England, M23 9PQ