Privacy Notice

Privacy Notice (Supporters, participants and volunteers)

1.       Who we are

Wellbeing in the Weald (WITW) is established to advance wellbeing and promote social inclusion in and around the Wealden town of Cranbrook and surrounding areas, by working with the local community. We organise new and promote existing wellbeing activities including community walks, volunteering and other social activities that bring people together on a regular basis, in particular those who are in danger of being socially excluded on the grounds of mental ill health, physical disability/illness or financial hardship.

We are a "data controller" for the purposes of the Data Protection Act 2018 and the UK General Data Protection Regulation.  This means that we are responsible for, and control the processing of, your personal information. We are 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.

This Policy explains how we use your personal data. If we make any significant changes we will advertise this on our website.

2.       How we collect information about you

When you contact us, we will store the information you provide about yourself so we can liaise with you again. We will collect information about you in the following ways.

When you interact with us directly: When you:

buy tickets to our events

donate to us or fundraise for us

volunteer for us

attend a meeting or event with us and provide us with information

when you or your business or organisation is featured on our website or at our events

Please note that when you contact us via social media and messaging services you use, like Facebook, Instagram or Twitter, you might give us permission to access information from those accounts or services.

When you interact with us through organisations working with us or on our behalf: If you have given consent for your information to be shared with us in this way, we may receive information about you the groups that we work with or promote, e.g. Walking for Health, etc.

When you visit our website: We or our service providers may use cookies (small text files stored in a user’s browser) or similar technologies which collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

3.       Information we collect and why we use it

Contact details - The personal information we gather typically only includes your name and email address or telephone number. We may also hold details of our relationship history with you, which events you have attended, how you have supported us in the past and any special areas of interest to make our relationship more relevant.

We will use your personal information in a number of ways. For example:

providing you with the information or services you have shown an interest in

alerting you to events, activities and seminars so you or your friends can attend

to contact you about our campaigns and appeals other fundraising activities and promotions for which we seek support

seeking your views on the services or activities we carry on so that we can make improvements

maintaining our organisational records and ensuring we know how you prefer to be contacted

contacting you about our work and how you can support WITW

processing any donations or reimbursements of expenses made by electronic payment methods

organising any volunteering activity you have told us you want to be involved in and in relation to any fundraising you are involved in for us

inviting you to participate in surveys or research

analysing the operation of our website and social media accounts to improve the website and social media accounts and their usefulness

Other personal data including sensitive personal data – We do not typically gather other personal data such as your address, age, employment status, contact details for relatives or carers or any sensitive personal details relating for example to mental ill health, physical disability/illness or financial status. If you do provide such information to us, we will use it only for the purpose for which it was explicitly provided and will delete it as soon as it is no longer required.

Photography and images - WITW uses photography and images. The images may be used in media (such as newspapers, magazines, websites), on social media, in publications, on our website or in printed or online fundraising materials. Where photographs are taken at an activity or event, we will ask you for consent to use any photographs taken where you are the focus of the image. Permission will be requested either prior, during or after the activity or event. Where the photograph does not focus on you as an individual, e.g. where you appear in the background of the photograph or as one of a number of people in a group shot, it is not normally necessary for us to ask your permission.

We will ensure that we make clear at the event if there are photographers present. If you do not want your photograph taken, please either tell the photographer at the time, if it is convenient to do so, or contact us after the event. You can change your mind at any time and we will refresh your consent on a regular basis. We do not normally retain photographs for more than two years unless they are in use in specific media or materials.

4.       Our legal basis for holding your details

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the end of this privacy notice.

When you have provided information about yourself, you consent to us using it to promote and further our activities and to liaise with you about our events, campaigns, news or promotional activity.

5.       For how long do we hold your information?

As our work at WITW depends on our links with the community and this includes you, we will hold on to your details to reach out to you from time to time until you tell us not to.

We really appreciate you letting us know if your contact details change or you no longer want to hear from us. If you no longer wish to hear from us or want to change the way we contact you please contact us using the details below. Please be aware we may need to keep some of your details on file so we can note your preference not to be contacted.

6.       Sharing your Information

The personal information we collect about you will mainly be used by our staff and volunteers at WITW so that they can keep you informed about our events, campaigns, news or promotional activity. If you choose to join a WhatsApp group for one of our activities, your contact details will be visible to other members of that group while you remain in it.

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities.

WITW may however share your information with our trusted partners and suppliers who work with us on or on our behalf to deliver our services, but processing of this information is always carried out under our instruction. For example, if attending an event, your name may be sent to caterers, planners or hosts to help arrange access, seating and table plans. Some other examples of where we may share your information are with external platforms like Mailchimp, which only have access to the minimal details needed to send a communication or newsletter. We enter into contracts with these service providers that require them to comply with Data Protection Laws and ensure that they have appropriate controls in place to secure your information, that they delete it when they no longer need it and never use it for any other purposes.

Where you have indicated your interest in a particular group, organisation or activity that is promoted by WITW but run independently from WITW, we may share your information with that organisation to ensure that they are able to provide their services effectively. When there is a reason to do so we will only share your personal information with such organisations consistently with your explicit consent.

We may release your information where we are required to do so by law, to enforce our site policies or protect your, ours or others’ rights, property or safety.

8.       Keeping your information safe

We understand the importance of security of your personal information and take steps to safeguard it. We ensure that there are appropriate technical controls in place to protect your personal details. For example, our online forms are always encrypted and our network is protected and routinely monitored.

We undertake regular reviews of who has access to information that we hold to ensure that it is only accessible to appropriately trained staff, volunteers and contractors. All information is password protected.

If any of our suppliers run their operations outside the European Economic Area (EEA) we will take steps to make sure they provide an adequate level of protection in accordance with UK and EU data protection law.

9. Grant applicants, activity leaders and jobseekers

We will tell you how we use and keep your personal data if you apply for a grant, job or volunteer position with us or as an activity leader, as different uses and retention periods apply.

To contact us:

To contact us about your data and how we use it or to your rights in relation to your data please email hello@wellbingintheweald.co.uk or update your details online at www.wellbeingintheweald.co.uk. Please mark your communication for the attention of our Data Protection Officer (DPO) Seamus O’Brien.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address:   Information Commissioner’s Office, Wycliffe House, Water Lane. Wilmslow, Cheshire SK9 5AF. Helpline number: 0303 123 1113. Website: https://www.ico.org.uk/make-a-complaint

Last reviewed on 24 March 2025

Privacy Notice (Activity leaders, Employees and Contractors, including applicants)

1.       Who we are

This Policy explains how we use your personal data. If we make any significant changes we will advertise this on our website.

2.       What information we collect and use, and why

We collect or use the following personal information as part of volunteer activity leader recruitment, administration and management:

• Contact details (eg name, address, telephone number or personal email address)

• Photographs (eg staff ID card)

• Copies of passports or other photo ID

• Copies of proof of address documents (eg bank statements or bills)

• Next of kin or emergency contact details

• Details of any criminal convictions (eg DBS checks)

• Training history and development needs

We collect or use the following personal information as part of staff and contractor recruitment, administration and management:

• Contact details (eg name, address, telephone number or personal email address)

• Date of birth

• National Insurance number

• Photographs (eg staff ID card)

• Copies of passports or other photo ID

• Copies of proof of address documents (eg bank statements or bills)

• Next of kin or emergency contact details

• Employment history (eg job application, employment references or secondary employment)

• Right to work information

• Details of any criminal convictions (eg DBS checks)

• Performance records (eg reviews, disciplinary records, complaints or disciplinary action)

• Training history and development needs

• Monitoring IT use

We collect or use the following personal information as part of managing staff and contractor salaries and pay:

• Job role and employment contract (eg start and leave dates, salary, changes to employment contract or working patterns)

• Time spent working (eg timesheets)

• Expense, overtime or other payments claimed

• Paid leave, as applicable (eg sick leave, holidays or special leave)

• Maternity, paternity, shared parental and adoption leave and pay, as applicable

• Bank account details

• Payroll records

• Tax status

We collect your information from the following places:

• Directly from you

• Referees (external or internal)

• Pension administrators or government departments (eg HMRC and DWP)

4.       Our legal basis for holding your details

Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.

Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.

Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.

Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.

Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the end of this privacy notice.

Our lawful bases for collecting or using personal information as part of volunteer activity leader, staff and contractor recruitment, administration and management are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information as part of managing staff and contractor salaries and pay are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

5.       For how long do we hold your information?

For current volunteers, staff and contractors, we will retain your information for at least as long as you volunteer or work with us.

For unsuccessful applicants and former volunteers, staff and contractors, as our work at WITW depends on our links with the community and this includes you, we will hold on to your details to reach out to you from time to time until you tell us not to.

6.       Sharing your Information

We will never sell or share your personal information with organisations so that they can contact you for any marketing activities.

WITW may however share your information with the following data processors for the following reasons:

• McCabe Ford Williams Chartered Accountants. This data processor processes our employee payroll information.

If you join a WhatsApp group for any aspect of your role or in connection with one of our activities, your contact details will be visible to other members of that group while you remain in it.

We may release your information where we are required to do so by law, to enforce our site policies or protect your, ours or others’ rights, property or safety.

8.       Keeping your information safe

If any of our suppliers run their operations outside the United Kingdom we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law.

To contact us:

Last reviewed on 24 March 2025