HWRA is committed to protecting your personal information and making every effort to ensure that your personal information is processed in a fair, open and transparent manner.
We are a "data controller" for the purposes of the Data Protection Act 1998 and (from 25 May 2018) the EU General Data Protection Regulation 2016/679 ("Data Protection Law"). This means that we are responsible for, and control the processing of, your personal information.
How we collect information about you
We collect information from you in the following ways:
When you are in contact with us directly: This could be if you ask us about our services and activities, register with us for an event, request to become a member of HWRA, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, email us or get in touch through the post or in person.
When you interact with us through partners or suppliers working on our behalf: This could be if you access a service which is delivered through a trusted organisation or individual working on our behalf and always under our instruction.
When you visit our website: We gather general information which might include which pages you visit most often and which services, events or information is of most interest to you.
Wherever possible we use anonymous information which does not identify individual visitors to our website.
From other information that is available to the public: In order to tailor our communications with you to your interests we may collect information about you from publicly available sources for example parish council or village hall websites.
Information we collect and why we use it
The personal information we collect includes details such as your name, email address, postal address, telephone number as well as information you provide in any communications between us which enables us to provide the service, advice or information you require.
We will mainly use this information to:
Provide the services or information that you have requested
Update you with information about an event, services or local and national issues which relate to our areas of work and interest
Keep a record of your relationship and interactions with us
Where you volunteer with us, to administer the volunteering arrangement
We may also use your personal information to:
Contact you about our work, new projects and services, renew membership and provide newsletters
Invite you to participate in surveys, feedback events, consultations, project monitoring and research.
Your personal data when you are involved with a project or receiving a service from HWRA
Where we provide a service to you through a specific project we will explain separately the reason for requiring the information. This may include ‘Sensitive Personal Information’ for example, information about your health or disabilities in order to provide a volunteer driver with the right sized car for you to travel as part of the North Lincolnshire Voluntary Car Service or benefits information as part of the Action Towards Inclusion project in the East Riding. In these situations, if you do not provide certain information, we will not be able to provide the service that you have requested.
We will only ever collect the data that is required to provide the service or project and we will do this with your consent.
In some projects we will need to share some aspects of your personal data with a third party in order to provide the service. For example, your name and address for a volunteer driver to be able to pick you up as part of the North Lincolnshire Voluntary Car Service. Where this is the case, you will be asked to give your consent as part of the project.
We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include safeguarding concerns or emergency situations.
If you share your personal experience or the experiences of a friend or relative with us, we may also record this information. You can of course decide if you want to remain anonymous, if you are happy to share your personal details or if you would like us to share your story with the media or other parties as part of our work telling people’s personal stories. We will only do this with your consent.
Legal basis for using your information
In some cases, we will only use your personal information where we have your consent or because we need to use it in order to fulfil a contract/provide a service to you.
However, there are other lawful reasons that allow us to process your personal information and one of those is called 'legitimate interests'. This means that HWRA has identified that there is a legitimate interest for HWRA to process your information to help us to achieve our vision of ‘Strengthening Comunities in East Yorkshire & northern Lincolnshire’ and enabling rural communities to thrive.
Whenever we process your Personal Information under the ‘legitimate interest' lawful basis we make sure that we take into account your rights and interests and will not process your personal information if we feel that there is an imbalance.
Some examples of where we have a legitimate interest to process your Personal information are where we contact you about our work via post or email, conducting research to improve our services, undertake or promote consultations on matters relating to the communities we serve or for complying with guidance from the Charity Commission.
We will only contact you about our work and how you can support HWRA by phone, post or email if you have agreed for us to contact you in this manner.
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities.
You can update your choices or stop us sending you these communications at any time by contacting firstname.lastname@example.org or telephoning 01652 637700.
Keeping your information safe
We take looking after your information very seriously. We have in place appropriate measures to protect the personal information we have under our control, both in hard copy and electronically, from improper access, use, alteration, destruction and loss.
Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.
How long we hold your information for
We only keep it as long as is reasonable and necessary for the relevant activity or service. Where this relates to membership of HWRA and general correspondence we limit this to 2 years (the current membership year and the previous one). When you are involved with a specific project or service, this will determine the length of time that we hold your data for and we will inform you of this at the start of our relationship with you. If our relationship includes financial information that may be required to be kept for 7 years and when the involvement is a European funded project, we are required to keep all documentation for 10 years.
You have various rights in respect of the personal information we hold about you:
Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing and provide us with evidence of your identity.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party). Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information, you can withdraw your consent at any time. However, this may impact upon our ability to deliver a service to you. Please contact us if you wish to withdraw your consent and we will explain the impact that this may have.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not carry out any automated decision-making.
For further information about our privacy policies, please contact us:
Telephone: 01652 637700
Post: Registrars Office, Baysgarth House, Caistor Road, Barton-upon-Humber, DN18 6AU