Walking With The Wounded (WWTW) takes the privacy of our employees, beneficiaries, supporters and volunteers very seriously.
This policy and statement states how we collect data, how the data is stored how it is used and how those who give us their details can request how their data is used by WWTW.
This policy sets out our responsibilities under The General Data Protection Regulation 2016 (‘GDPR’) and other applicable laws in England and Wales relating to the processing and security of personal information.
Who are we?
Established in 2010, WWTW supports a pathway for vulnerable veterans to re-integrate back into society and sustain their independence, at the heart of this journey is employment. WWTW is a registered Charity in England and Wales, number 1153497 and Scotland number SC047760.
How do we collect information/data?
We collect personal information/data from anyone who enters into employment with us, who signs up to a support programme, visits our website, enquires about our activities using our online forms, sends or receives an email, makes a donation to the charity, asks a question or provides us with personal information.
In order to process your information/data we usually obtain your explicit consent. WWTW will not use your personal information/data for marketing purposes if you have indicated that you do not wish to be contacted. You can change your preferences at any time by contacting us, or by unsubscribing via our website (contact details at the end of this policy).
Under data protection laws we have a number of lawful reasons where we can use (or ‘process’) your personal information without explicit consent. One of the lawful reasons is called ‘legitimate interests’.
Broadly speaking ‘legitimate interests’ means that we can process your personal information if we have a genuine and legitimate reason and we are not harming any of your rights and interests. Before doing this we will carefully consider and balance any potential impact on you and your rights. Some typical examples of when we might use the approach are for preventing fraud, direct marketing, maintaining the security of our system, data analytics, enhancing, modifying or improving our services, identifying usage trends and determining the effectiveness of our campaigns and fundraising.
What data do we collect and store?
The personal information/data we collect might include your name, postal address, email address and telephone number, date of birth, and payment card details. We may also collect sensitive, information/data from beneficiaries who are engaged with one of our programmes (see ‘WWTW’s Support Programmes’ below). We also gather general information/data about the use of our website such as which pages are visited the most, and which services, events or facilities are of most interest. We may use this information/data to make improvements to our website and ensure it delivers the best service for our users. Wherever possible, information/data is anonymised to prevent the identification of individual visitors to our website. Please refer to cookie usage for further information.
How is the information used?
We will use your personal information/data for administrative purposes and to:
· Provide you with services, products or information you have asked for
· Process orders you have submitted
· Carry out our obligations under any contracts entered into between you and us
· Processing job applications
· Keeping a record of your relationship with us
· Deal with your enquiries, requests and comments
· Provide information about our programmes and services
· Advise on our fundraising activities, appeals and campaigns
· Contact you to promote our services and activities
· Personalise our services
· Profile usage so we can offer our supporters products that are relevant to them
We may need to share your information/data with our partners and associated stakeholders for the purposes described above.
WWTW Support Programmes
If you receive support from a WWTW Programme you will be required to provide information/data that is personal to you. This information/data will only be used for the purposes of supporting you through the programme, dealing with your enquiry, quality monitoring and evaluating the services we provide. WWTW will not pass on your details to anyone else without your consent except in exceptional circumstances, including compliance with the law. This could include, but is not restricted to, anyone contacting the charity to report abuse; serious self-harm; anyone expressing an intention to harm someone else or any matter regarding national security.
In summary, WWTW will;
· Only collect and process your data with your explicit consent or our legitimate interest
· Only collect the information/data that is actually needed
· Only share your personal information/data with those who need to see it to do their jobs
· Only pass your personal information/data on to any other organisation with your consent or under our legitimate interest unless we are required to do so by law (see above)
· Only retain your personal information/data for as long as it is required for the purpose it was collected
· Where necessary, keep your information/data up to date
· Protect your information/data from unauthorised or accidental disclosure
· Provide you with a copy of your personal information/data on request (please see the section below on access rights and requests)
· Correct any inaccurate information/data as soon as possible
Access Rights and Requests
All individuals have the right to see what personal information/data is held about them. Subject access requests must be submitted in writing, in accordance with our Subject Access Policy. Please contact us to request a copy of the Access Rights and Request form (contact details at the end of this policy).
You can object to WWTW processing your personal information/data if it is likely to cause, or is causing you, damage or distress. Such a request must be made in writing and you must give details of why the processing of your information/data is having this effect (contact details can be found at the end of this policy).
How is your personal information/data protected?
We use a secure server when you make a donation or payment via our website and take appropriate measures to ensure that the personal information/data disclosed to us is kept secure, accurate and up to date. We will ensure that your personal information/data is kept only for as long as is necessary for the purposes which it was collected and is securely destroyed in accordance with our Records Management policy.
Do we share personal information/data with external parties?
We may pass on your information to our third party service providers, suppliers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations and send you mailings). However when we use third parties, we disclose only the personal information that is necessary to deliver the services. Please be reassured that we will not release your information to third parties for them to use for their own direct marketing purposes unless we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
A cookie is a small piece of information sent by a web server (e.g. website) to a web browser (an individual), which enables the server to collect information from the browser.
Cookies can help web browsers (individuals) have a better experience as they allow web servers (websites) to understand which areas are of particular interest. Our cookies are not used to identify you personally. Cookies collect anonymous information on the pages visited. We do not use advertising cookies. Most browsers allow you to turn off cookies, however by turning cookies off you may restrict your use of our website.
When you first visit our website you are given the opportunity to opt-out of cookies but please be aware that this may restrict the use of our website.
Trademarks and copyright
The WWTW website contains material which is protected by copyright and/or other intellectual property rights. All copyright and intellectual property rights including names, images and logos are owned by Walking With The Wounded unless otherwise stated. All rights are reserved.
You are responsible for complying with all applicable copyright laws. WWTW permits you to make copies of information on the WWTW website as necessary and you may take a print of such information for your personal as is reasonable for private purposes. All other uses are prohibited. Nothing in these terms shall be construed as conferring any right to use any trademark logo patent right or copyright of WWTW.
You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the important work we do in support of vulnerable veterans and their families, updates on our expeditions, charity news and events and the products you can buy, then you can select your choices by ticking the relevant boxes on the form used to collect your information.
We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted and will retain your details on a suppression list to help ensure we do not contact you. We may still need to contact you for the purpose of administration or the purpose of processing a donation or to thank you for participating in an event.
WWTW are committed to putting you in control of your data so you are free to change your marketing preferences (including to tell us that you don’t want to be contacted for marketing purposes) at any time by emailing Dataofficer@wwtw.org.uk or by post or telephone with the contact details that follow:
Data Officer, Walking With The Wounded, Stody Hall Barns, Stody, Melton Constable, Norfolk, NR24 2ED. Telephone: 01263863900