We have updated this Privacy statement on 18 May 2018 to reflect changes in the General Data Protection Regulations (GDPR) which have legal force from 25 May 2018 and is regulated by the Information Commissioner.
This Privacy notice only covers your use of our website.
Data protection registration
- Wot’s Up (including The Meeting Place and Wot’s Up Caravans), which is a Community Interest Company. Company number: 09221419. In this policy ‘we’ or ‘us’ refers to this organisation.
- ICO Registration Reference: ZA368331
- Contact details: The Meeting Place, 13 Limerick Close, Ipswich, Suffolk, UK, IP1 5LR. T: 01473 745470, Email: firstname.lastname@example.org
- The Data Controller is Margaret Fortune. The controller determines the purposes and means of processing personal data and is responsible for, and be able to demonstrate, compliance with the principles of the GDPR.
- We may also appoint Data Processors. A processor is responsible for processing personal data on behalf of a controller.
- Contact the Data Controller if you have an issues or queries about how we process your data.
Partners and other providers
Providing a website involves connecting with a number of services. These may include:
- The website software (content management system)
- The hosting provider (the servers that hold your data, if different)
- Embedded facilities such as maps, calendars, documents, videos
- Social media platforms such as Facebook and Twitter
These services may be provided outside the UK and/or EU/EEA, depending on the service and over which we have no control.
We do not actively share your personal data with any of these services. However we have no option but to agree to their terms of service and privacy policies and you are strongly advised to check these. Please see more details about these services on our Cookies policy/statement page.
Data you supply using a Contact Form is visible to authorised staff and volunteer(s) who manage the website.
Your use of the website will also create statistical data. This data is mainly collected through cookies and is not used by us to identify individuals, though in some cases it may be possible to identify IP addresses. The data is built into many website and social media providers’ services and is subject to their terms of service and privacy policies and you are strongly advised to check these. Please see more details about these services on our Cookies policy/statement page.
Once we have collected your data we will not pass it to any third party without your explicit consent, except where we are required to by law or a regulatory authority, for example, HMRC.
Other ways we hold data
After you make contact through the website you may need to supply other types of data. Separate consent may be required at future stages, depending on the type of data to be supplied. See under Lawful basis for processing below.
Lawful basis for processing
The basis on which we can collect or process your data is covered by the GDPR:
- Legal obligation
- Legitimate interests
- Special category data
When asking for your data through our website we use a Contact Form that asks you to gives us consent to process your data. We encourage you to make initial contact using our website Contact Form so that we can clearly identify the consent you have given us and we ask you not to supply special category or other sensitive data or data needing additional security such as banking details at that time.
At later stages in our communications with you, other lawful bases for processing may apply, eg if we enter into a contract with you, if we are required to collect or supply data to meet a legal obligation (such as supplying data to HMRC) or, for example, if a legitimate interest such as protecting a child or vulnerable adult takes precedence.
Children and vulnerable adults
We may require additional or higher levels of consent for data about children and vulnerable adults. This will be requested at later stages, not through the Contact Form.
The website is not directed to anyone under 13 years of age and we do not knowingly collect or maintain personal information from anyone under 13 years of age. If you are under 13 years of age please do not use the website nor contact us through the website.
Your rights to how we use your data are covered by the GDPR:
- Individual rights
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right to data portability
- Right to object
- Rights related to automated decision making including profiling
How we protect your rights
How long we hold your data
- Data collected through the website Contact Form will initially be retained for up to 12 months on the website software (content management system).
- Data collected through the website Contact Form will be supplied to us as an email and we will retain that data and any subsequent data you provide as part of using our services for as long as we have a legitimate business need to do so, eg to provide a service or comply with any legal, regulatory or accounting requirements.
- Statistical/analytical data is predominantly anonymised and held through various external services over which we have no control and may be held indefinitely in order to provide data about website usage trends.
Withdrawal of consent and rectification of errors
You have the right to withdraw your consent at a later stage under certain circumstances, see under ‘Individual Rights‘ above.
We reserve the right to continue to hold selected data where we may be required to do this to meet legal, regulatory or accounting requirements.
You may ask us to rectify any data we may hold on you, and we must respond within one calendar month and we must do this free of charge.
You may also ask us to clarify what data we hold on you. We must respond within one calendar month. We will not charge for this, but we are allowed to charge a ‘reasonable fee’ when a request is manifestly unfounded or excessive, particularly if it is repetitive.
How to contact us
You may contact us through the Contact Form to withdraw your consent for us to hold your data, or to ask us to clarify or rectify data. Alternatively you may telephone us on: 01473 745470. To protect your security we may ask for more information or ID about the identity of the person making the request so that we can confirm who you are.
Direct marketing and fundraising
Our Contact Form includes an opt-in for us to contact you about fundraising, events and other marketing purposes which we think you may be interested in or willing to support. We do not use profiling or automated decision making.
As a small organisation we do not inundate you with marketing communications and you have the right to withdraw consent, free of charge, through the Contact Form, which we must act on as soon as receive the request.
Updates to this Privacy Statement
We may update or amend this Privacy Statement in the future, to comply with law or to meet our changing requirements. If we do update our Privacy Statement, we will publish a post to the website and take any other appropriate steps to inform you, proportionate to the changes we make.
Date of publication and updates
This Privacy Statement was originally published on: 18 May 2018 and updates our Wot’s Up (including The Meeting Place) Privacy Statement last updated on 16 February 2015.