Privacy Policy

Introduction

RWN understands your privacy is important to us.  We will treat your information in accordance with this privacy policy, the General Data Protection Regulations (GDPR) and in accordance with the Data Protection Act 1998. We will do everything we can to protect your privacy and will only use the information that we collect about you lawfully. 

This policy explains why we collect information about you, and how we use it, the type of personal information that we collect and the legal reasons we do so.

 

  1. The type of personal information we collect

 

• When you interact with us directly. This might be, FOR EXAMPLE when you register for an event, book an appointment to see one of our counsellors, obtain free legal advice, donate to our charity, visit our website, become a member, undertake an assessment for therapy, volunteer or apply for a job with us. Some examples could be:

 

•  You visit our website to register for an event and we obtain your name and email address

 • You contact us to make an appointment with one of our counsellors or advisors and we request personal details from you so that we can call you with a reminder or send an e mail.

• You complete an assessment for learning or therapies and the assessor requests personal details from you to complete the required paperwork

Please note this is not an exhaustive list.

 

 1.2 What information do we collect and why?

 • We primarily collect information about you, so that we can keep a record of your relationship with us, what help you might need and how we provided support to you. Such as name and contact details.

• We also collect information about you so that we can keep you updated about events or administrative MATTERS such as reminders and follow ups

• We also collect information to comply with legal requirements as laid down by the Charities Commission

• To administer arrangements such as recruitment or volunteering for the centre

• To invite you to participate in surveys, research, or fundraising

• To thank you for supporting the charity and to keep you informed about what we are doing

 

1.4. Sensitive Personal Information

 Data Protection Law notes that some categories of information are more sensitive, this might be information about a person's health, race, sexuality, or religious beliefs

• If you choose to provide this information, we will only use it for quality monitoring and evaluating the services that we provide

• We will not pass on your details to anyone without your consent, except in exceptional circumstances where there may be a serious risk to yourself or others.

• Where you have given your consent or other evidence base methods, we will only share this information with the organisations listed on the consent forms

 

1.5. Legal basis for using your information

A legal basis for processing your information is called ‘Legitimate Interest’. This means that RWN could have a legitimate interest in processing your information. For example, this might be when we contact you about employment opportunities, use your information to conduct research and better understand who clients are to improve services.

 

1.6. Marketing

• We will only contact you by phone, e-mail, or text if you have agreed for us to contact you in this way

• You can stop us sending you communications at any time by contacting RWNinfo@harrowwomenscentre.org.uk

 

 

1.7. Sharing your information

 • We will not sell or share your personal information with organisations so that they can contact you for marketing purposes

• We will on occasion share your information with trusted partners, again your consent is always required for us to do this.  Those partners are most commonly government funded bodies who are required to comply with Data Protection Laws and ensure controls are in place to secure your information

 

 1.8. Legal disclosure

• We may disclose your information if required to do so by law. For example, to comply with regulations, codes of practice or in response to a valid request from a competent authority

 

1.9. Safe Keeping of your information

• RWN take the safety of your information seriously and implement measures to protect personal information that we have under our control

 2.0. Storage, Retention, and Deletion

We will only keep your information for as long as is reasonable and necessary for the activity that you are engaged in

Your details will be stored electronically on our database.

Your details will be deleted from our database if you have not engaged with us for 5 years or

a) For counselling purposes records will be held for 6 years

 b) For Domestic Violence purposes records will be held for 6 years

Please note that some funders require us to keep information for up to 10 years

 

2.1. Your data protection rights 

Under data protection law, you have rights including: 

  1. The right to be informed – You have the right to ask us to provide clear and concise information about your personal data

  2. Your right of access - You have the right to ask us for copies of your personal information.

  3. Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  4. Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

  5. Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

  6. Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

  7. Your right to data portability - You have the right to ask that we transfer the personal 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 by emailing RWNinfo@harrowwomenscentre.org.uk if you wish to make a request.