Women Friendly Leeds – Privacy Notice
Women Friendly Leeds (WFL) is a ongoing movement facilitated by Women’s Lives Leeds (WLL), a partnership between eleven women and girls organisation in Leeds: Leeds Women’s Aid (LWA), Behind Closed Doors (BCD), Women’s Health Matters (WHM), Nari Etka (NE), Getaway Girls, (GG), Shantona Women’s Centre (SWC), Together Women Project (TWP), Basis Yorkshire (BY), Women’s Counselling & Therapy Service (WCTS) and Asha Neighbourhood Project (ANP).
WFL is committed to protecting your privacy, whether as a member of staff, client, stakeholder, supporter, supplier or visitor to this website. This Privacy Notice explains what personal data we may collect, how we use it and how we ensure it is kept secure.
All of the 11 partners are the Data Controllers for all the personal data which WFL collects for various reasons and this is held electronically on the computer, in paper files, and/or on locked and protected mobile devices. We take collective responsibility to ensure that data is controlled appropriately and that all the individuals that process data on our behalf are trained and appropriate. All personal data which we collect will be used and protected in accordance with our Data Protection policy statement. We are responsible for complying with data protection legislation including the General Data Protection Regulation (GDPR).
What is Personal Data?
Personal data is any information which relates to and identifies a living person; for example, name, address, bank details, CCTV images, computer IP address, email address.
Some types of personal information are classified as ‘sensitive personal data’ and this includes ethnicity; religious beliefs, physical/mental health; sexuality, information about criminal offences or proceedings.
Any organisation which processes personal data must have a lawful basis for doing so. WFL uses various legal bases for processing personal data and these are recorded in the section ‘What Information does WFL collect and why’.
How WFL collects information:
WFL may collect personal information in the following ways:
- Directly from you – if you sign up as an ambassador or ally, make a pledge, ask to be added to our mailing list or attend one of our events
- From other organisations, with your permission – for example if another agency refers you to us
- Publicly available information – we may use data freely available to the public, such as information published in articles
What information does WFL collect and why?
WFL needs to collect personal data in order to fulfil its role in working in partnership with Allies, Ambassadors, Pledgemakers and other supporters to maintain the movement for the UK’s first Women Friendly City.
Some information is collected because it is in our legitimate interest to process the data and in this situation we always balance this against your rights as an individual. We ensure that we only use personal data for a purpose that you would reasonably expect. Other data will be collected with the consent of the individual concerned
Detailed below are the types of personal data which we collect and the reasons, or legal basis, for doing so:
- Data relating to people who are registered as Allies and Ambassadors are collected to enable us to make contact with them. WFL has a legitimate interest in processing names, addresses, contact details and demographic information if this is available, in order to connect with Women Friendly Leeds supporters .
- Name and contact details will be taken for people attending events and sessions held by WFL. Consent will always be asked when collecting this information.
Some anonymised data will be used for monitoring and reporting purposes. No individuals will be identifiable from data used for this purpose.
Is my data secure with WFL?
In short, yes it is. Personal data may be stored electronically on the computer, in paper files, and/or on locked and protected mobile devices. We make sure that all personal data is held in a secure way and only relevant and appropriate people will be able to access it. Detailed below are some examples of how we keep information secure:
- Access to personal data is restricted on a ‘need to know’ basis. Appropriate permission levels are applied so only relevant staff have access to data.
- Data stored electronically will be password protected and only appropriate staff will have access.
- All staff are fully trained in how to handle personal data including when and how it can be shared.
- WFL systems have full IT security protection, including firewalls and encryption.
All personal data held by WFL is stored on systems in the UK. No data is held or stored outside the UK.
Personal data will be retained by WFL for a minimum period of time in accordance with applicable legislation. Data which is no longer required will be securely deleted and disposed of.
Who does WFL share information with?
WFL does not routinely share your information, however if the situation should arise WFL will always ask for consent first. LWA is the lead partner, and responsible to the funder, therefore LWA has an agreement with all partners to ensure that they are compliant with data protection legislation.
On a rare occasion it may be necessary for us to share personal information without consent if we are required to do so by a court order or if there are other valid reasons, such as to protect a child or adult who is thought to be at risk or to stop a crime. If this happens, then we will record our reasons for doing it, the information we have shared. We will also let you know what we have done, if it is safe to do so.
We never sell your personal information on to anyone else.
It’s your personal data
The data we hold is about you and the law gives you rights about what we can do with your information:
You can give or withdraw consent for WFL to share your personal data at any time. There may be rare circumstances in which we override your consent, but reasons for this will be always explained to you.
- Subject Access Request
You can ask for all the information we hold about you and this is called a ‘Subject Access Request’. These requests can be in writing or verbally, so please ask about our Responding to Requests for Information Procedure. If you ask to see your data, we will provide your information within one month of receipt of the request.
- Inaccurate information
If you think that any of the data we hold is wrong, please let us know by informing a member or staff or contacting us through email. WFL would always ask that if you are connected with us, that you keep us informed with your correct contact details.
- Right to be forgotten
It is possible to ask for all your personal information to be deleted from Women Friendly Leeds records. Requests for your data to be deleted should be made in writing to specify address/email.
There may be some reasons why we are unable to delete all your personal information, for example, if we are required to keep it by law.
Cookies and our website
Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.
We use traffic log cookies to identify which pages on the website are being used. This helps us analyse data about web page traffic and improve our website and we need to use it for statistical analytical purposes and then the data is removed from the system.
Our website may contain links to other websites which may be of use to you. This privacy notice only applies to this website so when you link to another website, you should also read their own privacy notices.
How to contact us
If you have any concerns or worries about how your personal data is being processed by us, please contact us through the website, or by writing to us at the following address:
Data Protection Enquiry
PO Box 826
Further information about privacy and personal data
If you would like to get independent advice about data protection, data sharing issues or privacy, or lodge a complaint about how we process your data, you can contact the Information Commissioner’s Office (ICO) at the following address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Date: October 2020