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Privacy Policy

Introduction

Walworth Garden is committed to protecting the rights and freedoms of all people in order to safely and securely process their data in accordance with all of our legal obligations.

Walworth Garden shall comply with the principles of data protection enumerated in the EU General Data Protection Regulation. We will make every effort possible in everything we do to comply with these principles.

The Principles are:

  • Lawful, fair and transparent

  • Limited for its purpose

  • Data minimisation

  • Accurate

  • Retention

  • Integrity and confidentiality

This policy sets out how we seek to protect personal data and ensure that our staff understand the rules governing their use of the personal data to which they have access in the course of their work. All staff at Walworth Garden have a responsibility to ensure they adhere to GDPR. This policy has been updated to comply with General Data Protection Regulation (also known as GDPR).

Information we may collect from you

We may collect and process the following data about you:

  • Information that you provide by filling in forms on our site www.walworthgarden.org.uk. This includes information when registering to become a volunteer, requesting a place on our waiting lists, subscribing to our services, filing a complaint or requesting further information or services from us.

  • If you contact us, we may keep a record of that correspondence.

  • We may also ask you to complete surveys regarding workshops in order for us to gather feedback, although you do not have to complete these.

  • Details of your online visit to our website www.walworthgarden.org.uk including but not limited to traffic data, location data, operating system and keyword searches which may be used as part of our market research.

  • When signing up for an Adult Learning Course or Training with us we collect and store the details you provide via our booking form. Depending on whether you are claiming funding or not for your place we may ask for information regarding ethnicity, gender, age and identity.

Where/ how we store your personal data

All information provided to us via our website www.walworthgarden.org.uk is stored on secure password protected server. Passwords are required to be changed requalary.  Any payment transactions will be encrypted. Only selected members of staff have access to particular areas of personal data.

The data we collect from you may be transferred and stored at a destination outside of our organisation, such as Southwark Council and City & Guilds.

By submitting you personal data, you agree to this transfer, storing and processing. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.

Data provided is not to be saved directly to mobile devices such as laptops, tablets or smartphones that are removed or used outside of the workplace unless they have permission from the CEO.

In cases when data is stored on printed paper, it is kept in a secure place where unauthorised personnel cannot access it. Once it is no longer required the information will be shredded.

Uses made of the information

Personal information which you supply to us may be used in a number of ways, for example:

Clients/Customers

  • To send you a quotation for the services you have enquired about

  • For invoice, audit and debt collection services

  • Reminders for the same services or the ones you have enquired about

  • Data you provide will be passed onto staff to enable them to carry out the services you have hired them for

  • To contact you with feedback questionnaires regarding the service provided

Adult Learning Courses & Training Attendees

  • To send you reminders of the upcoming training or course

  • Data you provide will be passed on to our funding bodies for finance and evidence

  • Data you provide will be passed on to our education bodies for registration and evidence to gain qualifications

  • Data provided will be used as part of our audience research (how you found out about the course etc.)

  • To contact you with feedback questionnaires regarding the service provided

Mailing Lists/Marketing

  • To send updates on upcoming workshops and training

  • Newsletters about the garden

  • Updates to data, opening times and other important areas

  • To send fundraising opportunities for the charity

  • To promote events

Volunteers

  • To send induction dates and volunteering opportunities

  • To book in and correspond with volunteers about volunteering days and times

  • To ascertain suitable volunteering opportunities

Recipients of the Southwark Garden Project Scheme

  • To contact you to book appointments

  • To gain feedback of the service provided

  • Your basic data (name and address) will be passed onto key team members in order to complete the service requested

We may also use your information in the following way:

  • To ensure content on our website is presented in the most effective manner for you and your computer.

  • To provide the user with relatable content

  • To compile destination data for our funders

Disclosure of your information

The information you provide to us may be disclosed to third parties:

When signing up for an Adult Learning Course or Training we are required to pass along the details provided to our funding bodies or external education bodies. Once the data is securely passed along it is then up to those organisations to protect the data provided, please see their Privacy Policies.

We may also share your information, if we are under a duty to disclose or share your personal data in order to comply with any legal obligation. This includes exchanging information with other organisations for the purposes of fraud protection.

How long we keep your data

We are required under UK tax law to keep your basic personal data (name, contact details) for a minimum of 7 years after which time it will be destroyed.

As part of our funding agreement with Southwark Adult Learning we are required to keep the details provided in the funding form when signing up for a Adult Learning Course or Training for 10 years, after which time it will be destroyed.

The information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. This is the same for our volunteers, once you notify us that you no longer wish to volunteer with us we will erase your information from our system.

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will gain your consent using an ‘opt in’ method on all our forms and website pages where we collect your data.

Access to information

The GDPR gives you the right to access information held about you. Your right of access can be exercised in accordance with the regulations and will be dealt with within a month of the request.

If you would like a copy of some or all your personal information, please email or write to us at the address at the end of our Privacy Policy. We want to make sure that your data is accurate and up to date.

Changes to our privacy policy

Any changes made to our privacy policy in the future will be posted on our website www.walworthgarden.org.uk and where appropriate will be emailed. This policy was last updated May 2018

Contact

Questions and comments regarding our privacy policy and data should be addressed to Walworth Garden:
Walworth Garden 206 Manor Place SE17 3BN
020 7582 2652
info@walworthgarden.org.uk

Last Updated May 2018

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