North East Wilds Data Protection Policy
What information do we collect and why?
We collect personal details of our participants, staff and volunteers that relate to your association with our company. These details include: Your name, contact email address, contact phone number and emergency contact numbers.
We also ask that you share with us details relating to your personal circumstance, mental health, physical health, dietary requirements, allergies and any medications you are taking, but it is your choice if you provide us with these. This information is used to keep you safe in emergency situations, if we feel it is a medical emergency we may share this information for medical professionals and emergency services. Staff will be informed of these details only when there is a vital need to know. This is necessary for the purpose of legitimate interests, if those legitimate interests are not overridden by your rights or interests.
During your participation in our sessions, we will collect photographs and feedback, monitor your mental health and keep a record of what sessions and activities you participate in, this will ONLY be collected with your explicit permission. We would like to use this information for research purposes to monitor the impact participating in our sessions has. With the exception of photographs, this information will only be used anonymously in the form of data and may be shared with our funders and future funders.
We will only use your contact details in relation to the sessions and activities you have subscribed to. If you would like to receive our infrequent emails of new projects or opportunities that we are offering, then you can subscribe separately to this on our website.
We may need to use, retain and share your information if it is reasonably necessary to: (a) respond to legal process or to government requests; (b) enforce our agreements, terms and policies; (c) prevent, investigate, and address fraud and other illegal activity, security, or technical issues; or (d) protect the rights, property, and safety of our members staff, volunteers or others.
How we collect this information
We collect this information in a form filled in by you, or a referral agent through our website (paper copies can be made available. We will check with you periodically if it is up to date.
When you complete our forms you are giving us consent by way of a contract to collect, store, use and share this information ONLY for the express uses listed above. You may revoke this consent at any time.
Storing your information
We retain your personal information only for as long as necessary to provide you with our services and as described in our Data Protection Policy. However, we may also be required to retain this information to comply with our legal and regulatory obligations, to resolve disputes, and to enforce our agreements. We will generally keep your data for 7 years. Our Data storage is compliant with GDPR regulations and our data protection policy is reviewed regularly to ensure consistent application. This involves us keeping your contact details in a secure database accessed only by staff and volunteers as necessary.
Transfers of Personal Information Outside the EU
We may store and process your information through third-party hosting services in the US and other jurisdictions. As a result, we may transfer your personal information to a jurisdiction with different data protection and government surveillance laws than your jurisdiction. If we are deemed to transfer information about you outside of the EU, we rely on Privacy Shield as the legal basis for the transfer, as Google Cloud is Privacy Shield certified.
As a participant, volunteer or staff member you have a number of rights in relation to your personal information. While some of these rights apply generally, certain rights apply only in certain limited cases as described below.
ACCESS. You may have the right to access and receive a copy of the personal information we hold about you by contacting us using the contact information below.
CHANGE, RESTRICT, DELETE. You may also have rights to change, restrict our use of, or delete your personal information. Except for under exceptional circumstances (like where we are required to store data for legal reasons) we will generally delete your personal information upon request.
OBJECT. You can object to (i) our processing of some of your information based on our legitimate interests and (ii) receiving marketing messages from us after providing your express consent to receive them. In such cases, we will delete your personal information unless we have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.
COMPLAIN. If you wish to raise a concern about our use of your information (and without prejudice to any other rights you may have), you have the right to do so with your local data protection authority.
How to Contact us:
North East Wilds (Northern Wilds CIC) is the data controller for the purposes of data collection and use.
by email to: firstname.lastname@example.org
by post: 20 Haddricks Mill road, Newcastle, NE3 1QL
The ICO are there to help you if you feel your data protection rights have been breached. You can contact them on their website, by phone or for more information:
Phone: 0303 123 1113