March 2021 | Seven Hills WI Privacy Policy

 

Your privacy is important to Seven Hills WI. This privacy notice provides information about the different types of personal information that we collect and the ways in which we use it, although please note that not all of this will be applicable to you. If in doubt, please feel free to check by contacting us using any means of our contact methods.

 

1.Who are we?

2. When do we collect personal information about you?

3. What personal information do we use?

4. How we use your personal information

5.Lawful processing

6. The Membership Communications System (MCS)

7. Do we share your personal information?

8. International Data Transfers

9.Securing your personal information

10. How long do we keep your personal information?

11.Your rights and preferences

12. Updating this privacy notice

13. How to contact us

 

1.Who are we?

We are a WI organisation that is part of the National Federation of Women’s Institutes (the NFWI). We are not a registered charity or business.

 

This privacy notice covers the use of personal information by Seven Hills WI. We will  explain how your personal information is shared across the organisation.

 

2.When do we collect personal information about you?

We may hold information relating to you from a number of sources, and will collect personal information about you:

 

1. When you give it to us directly
   For example, personal information that you submit through our website by signing up to a newsletter, contacting us through the “Contact Us” form, or any personal data that you share with us when you communicate with us by email, phone or post and through our online shop
    

2. When it is entered into the MCS by our rep.
   Our WI’s MCS Rep. will store your membership details in the Membership Communication System (MCS). Please refer to clause 6 for more information on the MCS.
    

3. When you visit our website
   We use 3rd party tracking technologies to improve your experience on our website and this can involve collecting personal data.
    

4. When you make a purchase through our online shop
    

5. WIX will collect your personal information in order to fulfil any purchase of services or goods you make through our online shop.

 

3.What personal information do we use?

We will collect, store and otherwise process the following information as part of your WI membership:

a. Your name and postal address.

 

In addition we may collect, store and otherwise process the following kinds of personal information:

1. Additional contact details including your email address, telephone number(s), and social media identities if you opt to provide them;

2. Your communication preferences;

3. Information about your computer/ mobile device and your visits to and use of this website, including, for example, your IP address and geographical location;

4. WIX will collect information about your order when you make a purchase through our online shop; and

5. Any other personal information you choose to share with us.

 

Special categories of data:

 

The EU General Data Protection Regulation (GDPR) recognises certain categories of personal information as sensitive, and therefore requiring more protection. These categories of data include information about your health, ethnicity and political opinions.

 

In certain situations, we may collect and/or use special categories of data (for example in order to make adjustments for any disabilities or dietary requirements you may have when attending our events, or audio and video footage of meetings including photos). We will only process these special categories of data if there is a valid reason for doing so and where the GDPR allows us to do so. For instance, we will usually seek your explicit consent to use such data.

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4.How we use your personal information

Seven Hills WI may use your personal information:

1. to provide you with services, products or information (such as WI Life magazine) that you have requested, newsletters, postal material;

2. to provide updates about our work, services, activities, publications or products (where necessary, and only where you have provided your consent to receive such information,
   e.g. explicitly subscribing to a specific newsletter);

3. 3. to invite you to SHWI events we feel that you might be interested in;

4. to process your orders;

5. to answer your questions/ requests and communicate with you in general;

6. to further our charitable aim in general, including for fundraising activities and asking for volunteer support;

7. to analyse and improve our work, services, activities, products or information (including our website) or for our internal records;

8. to audit and/ or administer our accounts;

9. to include your contribution in our website if you contact   us with content;

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5.Lawful processing

We are required to rely on one or more lawful grounds to collect and use the personal information that we have outlined above. We consider the grounds listed below to be relevant:

a.Consent

Where you have provided your consent for our use of your personal information in a certain way, for example where we ask for your consent to send you a newsletter or correspondence.

b.Legitimate interests

We rely on this basis where applicable law allows us to collect and use personal information for our legitimate interests and the use of your personal information is fair, balanced, and does not unduly impact your rights. For instance, it is in our legitimate interest to promote the aims and objectives of the NFWI and to use the personal data of members in order to do so.

 

6.Membership Communication System (MCS) Database

When you become a member of the WI, our MCS Rep. stores your personal information on the MCS database which the NFWI are responsible for. The MCS database is an internal database of all WI members and is only accessible by our MCS Rep. and Federation and NFWI staff, who will use the information to administer your WI membership (for example to send you copies of WI Life, or if you have provided your email address to authenticate your WI membership allowing you to access My WI and WI Training). If you are an officer, a committee member or have another role within the WI the NFWI also use your information to assist in the administration of those roles.

 

Please note that you are in full control of the information held in the MCS. If you would like to update any of your details, or would like to see the information held within the MCS please speak to our MCS Rep.

 

7.Do we share your personal information?

Seven Hills WI will not sell, rent or lease your personal information to others.

 

We use a third party provider, MailChimp, to send out our newsletters. When you sign up for one of our newsletters your email address and, if provided, name is stored to MailChimp.

 

We also use a third party provider, SurveyMonkey, to facilitate our surveys. The information you provide is stored directly to SurveyMonkey.

 

We also use a third party provider, WIX CMS for our website, this also handles purchases through WIX PAYMENTS.

 

When you buy items in our online shop, your contact details and information about your order (not your financial details) are sent to authorised members of the committee. Your financial details are collected by WIX directly via their website.

 

We reserve the right to disclose your personal information to third parties:

1. when you provide your personal information in our contact form, the form may be forwarded to the appropriate committee member, in order to accommodate your request;

2. for auditing purposes e.g. finance audits where we employ chartered accountants;

3. if we are under any legal or regulatory obligation to do so; and

4. in connection with any legal proceedings or prospective legal proceedings, in order to establish, exercise or defend our legal rights.

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8.International Data Transfers

As we sometimes use third parties to process personal information, it is possible that personal information we collect from you will be transferred to and stored in a location outside the UK or the European Economic Area (EEA).

 

The NFWI Public Affairs team often conduct online surveys to assist with our campaigns. Our third party provider, SurveyMonkey, stores your personal data on servers in the United States. They will only use it for the purpose of facilitating the survey. SurveyMonkey is certified under the Privacy Shield.

 

When you sign up to one of our online newsletters, our third party provider, MailChimp, stores your email address (and, if you provide it, your name) on servers in the United States. They will only use it for the purpose of sending you the newsletter you have subscribed. MailChimp is certified under the Privacy Shield. You can easily unsubscribe from the newsletter by clicking on the “unsubscribe” link provided at the end of the email, or send an email to sevenhillswi@live.co.uk.

 

9.Securing your personal information

Seven Hills WI will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We restrict access to those who have  a need to know and we members of the committee handle information securely. All data will be kept in a secure manner.

 

10.How long do we keep your personal information?

Unless still required in connection with the purpose for which it was collected and/or processed, we will generally remove your personal information from our records six years after the date that it was collected. For instance, if you cancel your WI membership, we will usually delete your personal data from our records 6 years after your cancellation. However, before this date: (i) if your personal information is no longer required in connection with such purpose(s); (ii) we are no longer lawfully entitled to process it; or (iii) you validly exercise one of your rights of erasure under clause 11, we will remove it from our records.

 

11.Your rights and preferences

Seven Hills WI may contact you by post unless you request otherwise, and by telephone, email,  social media or other electronic means depending on the communication preferences you have previously indicated.

Where we rely on your consent to use your personal information, you have the right to withdraw your consent at any time.

 

When we use your personal information, you have the right to:

1. Ask us for confirmation of what personal information we hold about you, and to request a copy of that information. If we are satisfied that you have a legal entitlement to see this personal information, and we are able to confirm your identity, we will provide you with this personal information.

2. Request that we delete the personal information we hold about you, as far as we are legally required to do so

3. Ask that we correct any personal information that we hold about you which you believe to be inaccurate.

4. Object to the processing of your personal information where we: (i) process on the basis of the legitimate interests ground; (ii) use the personal information for direct marketing; or (iii) use the personal information for statistical purposes.

5. Ask for the provision of your personal information in a machine-readable format to either yourself or a third party, provided that the personal information in question has been provided to us by you, and is being processed by us: (i) in reliance on your consent.

6. Ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage.

 

At any point you can request to unsubscribe from any Seven Hills WI newsletters you have subscribed to or remove your personal information from the WI database by contacting our MSC Rep.

 

Please note that where you ask us to delete your personal information we will maintain a skeleton record comprising your name and contact details to ensure that we do not inadvertently contact you in the future.

 

Please note that you also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns

 

12.Updating this privacy notice

Seven Hills WI may update this privacy notice by posting a new version on this website. If we update this privacy notice in a way that significantly changes how we use your personal information, we will bring these changes to your attention. Otherwise, we would recommend that you periodically review this privacy notice to be aware of any other revisions.

 

 

13.How to contact us

If you have any questions about this privacy notice or our treatment of your personal information:

 

Email: sevenhillswi@live.co.uk

 

Last updated: March 2021