Woodcraft Folk Privacy Policy

 

Introduction

As part of its activities Woodcraft Folk makes use of personal information about its members, employees, volunteers, donors, customers and others.

Woodcraft Folk recognises the importance of using personal and sensitive data in an appropriate way and protecting the person who the information belongs, and complying with data protection law in doing so.

This policy sets out what data we collect about different categories of individual engaging with Woodcraft Folk and how we use it. This policy should be read alongside our Data Protection Policy (https://woodcraft.org.uk/data-protection-policy) which sets out Woodcraft Folk’s approach to protecting data, and provides guidance to members, staff and volunteers on how to deal with any personal or sensitive information they handle as part of their roles.

Group Contacts should also read the Data Protection Guidance for groups (https://woodcraft.org.uk/data-protection-guidance-groups) and Woodcraft Folk's Child Protection Reporting and Record Keeping Guidelines (http://woodcraft.org.uk/child-protection-reporting-and-record-keeping-guidelines)

Contents

1.    Who we are
2.    Whose data do we hold and why
2.1    Categories
2.2    Privacy Notices
2.3    Ensuring the information we hold is accurate
2.4    Procedure for Subject Access Requests
2.5    Questions or Complaints
3.    Policy Review

1.    Who we are

Woodcraft Folk is a registered charity in England & Wales (1148195) and in Scotland (SC039791). Registered in England & Wales Company No. 8133727. Woodcraft Folk is registered with the Information Commissioner’s Office (reference: ZA160120).

Our registered office is:
Woodcraft Folk
Unit 9, 83 Crampton Street,
London SE17 3BQ

Our Data Controller is the General Secretary (from September 2018, our Data Controller will be the Director of Operations & Finance). You can contact our Data Controller by email data@woodcraft.org.uk.

2.    Whose data do we hold and why

2.1    Categories

Woodcraft Folk holds personal data on individuals in the following categories:
1.    Beneficiaries under the age of 13
2.    Beneficiaries aged 13-15
3.    Beneficiaries aged 16 or over
4.    Parents / Guardians of Beneficiaries
5.    Enquirers (potential, volunteers, beneficiaries, etc.)
6.    Members / Volunteers working with children and young people
7.    Members / Supporters / Donors not working with children and young people
8.    Branch Officers
9.    Trustees
10.    Staff
11.    Contractors
12.    Job applicants
13.    Customers
14.    Centre Guests
15.    Visitors at our events, including international delegations

In all cases Woodcraft Folk may hold information about people currently in one of these categories or people who have previously been in one of these groups. The basis for holding this data is set out in the Privacy Notice for each categories.

2.2    Privacy Notices

2.2.1    Beneficiaries under the age of 13 (Woodchips, Elfins and Pioneers)

The personal information you provide about your child is used to administer your child’s active and safe participation in Woodcraft Folk activities and monitor equal opportunities. Data about Woodchips, Elfins and Pioneers (beneficiaries under the age of 13) is stored locally and is managed by local volunteers in line with Woodcraft Folk’s Data Protection Policy. It may be shared with volunteer officers in the District, Region, Nation, Committee or working group, organisers of Woodcraft Folk events, and/or our General Council (board of trustees). We may also share your child’s information as required by law or a regulatory requirement, or in order to safeguard a child.

2.2.2    Beneficiaries aged 13 to 15 (Venturers)

Personal information provided about Venturers is used to administer their active and safe participation in Woodcraft Folk activities and monitor equal opportunities. Data about Venturers (beneficiaries aged of 13 to 15) is stored locally and is managed by local volunteers in line with Woodcraft Folk’s Data Protection Policy. If Venturers have opted in to receive updates about national activities, it will also be stored in our national database and manged by staff and relevant volunteers in line with Woodcraft Folk’s Data Protection Policy. It may be shared with volunteer officers and/or leaders in the relevant Group, District, Region, Nation, Committee or working group, organisers of Woodcraft Folk events, and/or our General Council (board of trustees). We may also share a young person’s information as required by law or a regulatory requirement, or in order to safeguard a child or young person.

2.2.3    Beneficiaries aged 16 or over (DFs)

Personal information provided about DFs is used to administer their active and safe participation in Woodcraft Folk activities and monitor equal opportunities. Data about DFs (beneficiaries aged 16 or over) is stored in our national database and manged by staff and relevant volunteers in line with Woodcraft Folk’s Data Protection Policy. It may also be stored locally and managed by local volunteers, or by DF Committee. It may be shared with volunteer officers and/or leaders in the relevant Group, District, Region, Nation, Committee or working group, organisers of Woodcraft Folk events, and/or our General Council (board of trustees). We may also share a young person’s information as required by law or a regulatory requirement, or in order to safeguard a child or young person.

2.2.4    Parents / Guardians of Beneficiaries

Woodcraft Folk does not hold data centrally about parents or guardians of children attending our groups unless you become a member of the national organisation.

Local groups and branches will use the personal information you provide about yourself and your child in order to administer your child’s active and safe participation in Woodcraft Folk activities and monitor equal opportunities.

We may also share your and your child’s information as required by law or a regulatory requirement, or in order to safeguard a child.

2.2.5    Enquirers (potential volunteers, beneficiaries, donors, etc.)

Woodcraft Folk and its branches will use the personal information you provide in order to respond to your enquiry. If you send your child to one of our groups, become a member or donor, please see the appropriate section about how we will use your data in that instance.

If you do not send your child, become a member or donor, we will delete the details of your enquiry six months after our last communication with you.

2.2.6    Members / Volunteers working with children and young people

Woodcraft Folk and its branches will use the personal information you provide in order to manage your volunteering, check that you are permitted to work with children, and communicate with you regarding your volunteering and updates to national Woodcraft Folk policies. If you are or become a member, we will use the personal information you provide for the purposes of contacting you about your involvement in Woodcraft Folk activities, administering your membership and DBS/PVG, allowing us to undertake anonymised demographic monitoring and to resolve possible child protection and safeguarding issues.

We may also share your information as required by law or a regulatory requirement, or in order to safeguard a child.

2.2.7    Donors / Supporters / Members not working with children and young people

Woodcraft Folk will use the personal information you provide to process any donations you make to us and to keep in touch with you about how we have used your donation. If you opt in to fundraising communications, we may contact you about making further donations.

2.2.8    Branch Officers

Woodcraft Folk will use the personal information you provide to manage your volunteering (as set out above in 2.2.6). In addition, we may share your information as a point of contact for enquirers in your local area.

2.2.9    Trustees

Woodcraft Folk will use the personal information you provide to manage your membership of General Council (Woodcraft Folk’s Board of Trustees). In addition to the uses set out in section 2.2.6 (above), we will share relevant information with regulatory bodies including the Charity Commission, the Office of the Scottish Charity Register and Companies House, and with providers, e.g. our bankers and other financial institutions to meet other legal requirements, including anti-money-laundering regulations. If we have not already shared your information with the Disclosure & Barring Service (England & Wales) and the Protection of Vulnerable Groups service (Scotland) due to your volunteering, we will do so because Trustees are ultimately responsible for the safeguarding of children and young people engaging with Woodcraft Folk.

2.2.10    Staff

Woodcraft Folk will use the personal information you provide for the purposes of administering and managing the employee/employer relationship, monitoring equal opportunities, and complying with our legal and regulatory obligations.
We will only share your personal information with those third parties we contract to provide payroll, pension and related HR services. Please see Data Protection Policy for more information.

Your data will be stored for 6 years following the end of your employment period to support reference requests after which time we will destroy all records retaining only your name, role, period of employment and any child protection or safeguarding concerns.

We may also share your information as required by law or a regulatory requirement, or in order to safeguard a child.

2.2.11    Contractors

Woodcraft Folk will use the personal information you provide in this form in order to administer your engagement with us, including communicating with you and arranging payment for services contracted.

2.2.12    Job applicants

Woodcraft Folk will use the personal information you provide for the purposes of administering and managing your application, monitoring equal opportunities, and complying with our legal and regulatory obligations. If your application is unsuccessful it will be destroyed securely within 6 months of the closing date.

2.2.13    Customers

Woodcraft Folk will use the personal information you provide for the purposes of fulfilling our contract to provide the goods or services you have purchased and dealing with any issues arising from your purchase.

If you opt in to marketing communications, we may use the personal information you provide to send you information about other Woodcraft Folk products or services we think you may be interested in. We will not sell your data or share it with third parties except where necessary to fulfil our contract with you or where required to do so by law.

2.2.14    Centre Guests

Woodcraft Folk will use the personal information you provide for the purpose of ensuring you have a safe and enjoyable visit to one of our centres. We may also share your information as required by law or a regulatory requirement, or in order to safeguard a child.

If you opt in to marketing communications, we may use the personal information you provide to send you information about other Woodcraft Folk products or services we think you may be interested in. We will not sell your data or share it with third parties except where necessary to fulfil our contract with you or where required to do so by law.

2.2.15    Visitors at our events, including international delegations

Woodcraft Folk will use the personal information you provide for the purpose of ensuring you have a safe and enjoyable visit to one of our events. We may also share your information as required by law or a regulatory requirement, or in order to safeguard a child.

If you opt in to marketing communications, we may contact you about we may use the personal information you provide to send you information about other Woodcraft Folk products or services we think you may be interested in. We will not sell your data or share it with third parties except where necessary to fulfil our contract with you or where required to do so by law.

2.3    Ensuring the information we hold is accurate

Please let us know if the personal information that we hold about you needs to be corrected or updated.

2.4    Procedure for Subject Access Requests

You have the right to know what data we hold about you – asking for this data is known as a Subject Access Request. Subject Access Requests should, where possible be submitted to the Data Controller by email data@woodcraft.org.uk.

We will respond to your request within one month.

2.5    Questions or Complaints

If you have questions about how we use your data that are not answered by our Privacy Policy (https://woodcraft.org.uk/privacy), please email data@woodcraft.org.uk.

If you have a complaint about how we have used your data, please contact data@woodcraft.org.uk. If you are unhappy with our response to your complaint, you can escalate your complaint to the Information Commissioner’s Office: https://ico.org.uk/concerns/.

3.    Policy Review

This policy was agreed by the Finance & General Purposes Committee of General Council on 17 May 2018.

It is due for review in December 2018 and annually thereafter.

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Woodcraft Folk Privacy Policy - May 2018 (issue300518).pdf85.29 KB