The Weir Link Privacy & Cookies Policy and Notice
This is the privacy and cookies Policy and notice of The Weir Link. In this document, “We”, “Our”, or “Us” refer to The Weir Link.
Our contact details
Name: The Weir Link
Address: 33, Weir Road, London, SW12 0NU
Phone Number: 0208 675 2481
E-mail: hello@theweirlink.org.uk
Registered company number: 5819428
Registered charity number: 1114855
Introduction
This privacy Policy and notice (“the Policy”) aims to inform you about how We collect and process any information We collect from you, or that you provide to Us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this Policy, “process” means collect, store, transfer, use or otherwise act on information. It tells you about your privacy rights and how the law protects you.
We are committed to protecting your privacy and the confidentiality of your personal information. Our Policy is not just an exercise in complying with the law, but a continuation of our respect for you and your personal information.
We undertake to preserve the confidentiality of all information you provide to Us, and hope that you reciprocate.
Our Policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the EU General Data Protection Regulation (GDPR).
This Policy should also be read in conjunction with Our Data Protection Policy which is published here.
The law requires Us to tell you about your rights and Our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at http://www.knowyourprivacyrights.org.
Except as set out below, We do not share, or sell, or disclose to a third party, any information collected through Our website.
What type of data do We collect?
We may collect and process the following information:
· Personal identifiers, contacts and characteristics (for example, name and contact details like email addresses and phone numbers) or any other information you have given Us for the purpose of communication or meeting.
· Transaction data including details about payments to and from you and information about services you have purchased from Us (ie for room hire).
· Technical data including your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
· We may also process, where relevant, or where you provide them to Us, demographic information such as gender, age, date of birth, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, and dependants.
· We may also process sensitive personal data, where relevant, or where you provide this data, such as ethnic or racial origin.
· We may aggregate anonymous data such as statistical or demographic data for any purpose. Anonymous data is data that does not identify you as an individual. Aggregated data may be derived from your personal data but is not considered personal information in law because it does not reveal your identity.
For example, We may aggregate profile data to assess interest in a service. However, if We combine or connect aggregated data with your personal information so that it can identify you in any way, We treat the combined data as personal information and it will be used in accordance with this privacy notice.
What legal bases do We use to process this information?
The law requires Us to determine under which of six defined bases We process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which We process your personal information is no longer relevant then We shall immediately stop processing your data.
If the basis changes then if required by law We shall notify you of the change and of any new basis under which We have determined that We can continue to process your information.
1. Information We process because We have a contractual obligation with you
If you buy a service from Us, for example you hire a room from Us, or otherwise agree to Our terms and conditions, a contract is formed between you and Us.
In order to carry out our obligations under that contract We must process the information you give Us. Some of this information may be personal information.
We may use it in order to:
verify your identity for security purposes
provide you with Our services
provide you with suggestions and advice on services and how to obtain the most from using Our website
We process this information on the basis there is a contract between Us, or that you have requested We use the information before We enter into a legal contract.
We shall continue to process this information until the contract between Us ends or is terminated by either party under the terms of the contract.
2. Information We process with your consent
Through certain actions when otherwise there is no contractual relationship between Us, such as when you browse our website or ask Us to provide you more information about Our events and activities, including Our services, you provide your consent to Us to process information that may be personal information.
Wherever possible, We aim to obtain your explicit consent to process this information, for example, by asking you to agree to Our use of cookies.
If you have given Us explicit permission to do so, We may from time to time pass your name and contact information to selected associates whom We consider may provide services or products you would find useful.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by instructing Us via hello@theweirlink.org.uk. However, if you do so, you may not be able to use Our website or Our services further.
3. Information We process for the purposes of legitimate interests
We may process information on the basis there is a legitimate interest, either to you or to Us, of doing so.
Where We process your information on this basis, We do after having given careful consideration to:
· whether the same objective could be achieved through other means
· whether processing (or not processing) might cause you harm
· whether you would expect Us to process your data, and whether you would, in the round, consider it reasonable to do so
For example, We may process your data on this basis for the purposes of:
· record-keeping for the proper and necessary administration of The Weir Link
· responding to unsolicited communication from you to which We believe you would expect a response
· protecting and asserting the legal rights of any party
· insuring against risk or obtaining professional advice that is required to manage The Weir Link
· protecting your interests where We believe We have a duty to do so
4. Information We process because We have a legal obligation
Sometimes, We must process your information in order to comply with a statutory obligation.
For example, We may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order. This may include your personal information.
How do We get the personal information and why do We have it?
Most of the personal information We process is provided to Us directly by you either through our website or by registering up to receive Our e-newsletters for one of the following reasons:
· To keep You, and other volunteers and interested parties informed and updated about events and activities
· To deliver The Weir Link’s mission to supporting Our community
· To maintain Our own records and accounts
We will not contact you for marketing purposes unless you have given your prior consent.
How do We use information We collect through automated systems when you visit Our website?
1. Cookies
Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.
Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
Our website uses cookies. They are placed by software that operates on Our servers, and by software operated by third parties whose services We use.
If you choose not to use cookies or you prevent their use through your browser settings, you will not be able to use all the functionality of Our website.
We use cookies in the following ways:
· to track how you use Our website
· to record whether you have seen specific messages We display on Our website
· to record your answers to surveys and questionnaires on Our site while you complete them
2. Personal identifiers from your browsing activity
Requests by your web browser to Our servers for web pages and other content on Our website are recorded.
We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse Our website, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the webpages on Our website and how We perform in providing content to you.
This website is hosted by Squarespace, and the data is tracked by Squarespace and Google Analytics; for further information, see the Squarespace and Google Analytics privacy policies. However, We do not match your IP address to any other information that would identify you as a unique individual person.
We will hold your personal information on Our systems for as long as is necessary for the relevant activity, or until such time as you request that we delete your information.
Transferring your information outside the European Union
As part of the services offered to you through this website, the information which you provide to Us may be transferred to countries outside the European Union (“EU”). By way of example, this may happen if any of Our data processors' servers are located in a country outside of the EU. These countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If We transfer your information outside of the EU in this way, We will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy.
If you use Our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.
Email newsletter
This website may operate an email newsletter, used to inform subscribers about news and services supplied by The Weir Link. Users can subscribe through an online automated process should they wish to do so, but do so at their own discretion. Subscribers are given the opportunity to unsubscribe and/or manage their email preferences at any time through the MailChimp system. This process is detailed at the footer of each email campaign.
Subscriptions are taken in compliance with all relevant privacy laws; We will not subscribe you to any marketing lists or send you information without your prior consent. All personal details relating to subscriptions are held securely within the MailChimp system. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. You can read the MailChimp privacy Policy here.
Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no means a comprehensive list]. This information is used to refine future email campaigns and supply the user with more relevant content based around their activity. To find out more about the types of tracking associated with Our email campaigns, read the MailChimp privacy Policy.
External website links
Although this website strives to only include quality, safe and relevant external links, users are advised adopt a Policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites).
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social media platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened links in social media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses].
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published, many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Security precautions
When you give us personal information, We take steps to ensure that it’s treated securely. When you are on a secure page, a lock icon will appear next to the web address.
Non-sensitive details (eg name, email address) are transmitted over the Internet, and although this website and any other systems we use for data capture use SSL protection, We cannot guarantee that the data will be 100% secure when it is transmitted. As a result, while We strive to protect your personal information, We cannot guarantee the security of any information you transmit to us through enquiry forms, registration forms, or email enquiries, and you do so at your own risk. Once We receive your information, We make Our best effort to ensure its security on Our systems.
Any paper versions of your personal details are stored securely at The Weir Link, 33 Weir Road, London, SW12 0NU.
We keep names, addresses, email addresses and phone numbers for as long as necessary. We will then dispose your information by secure means.
How you can update and change your information
If you change email address, or any of the other information We hold is inaccurate or out of date, you can contact us at hello@theweirlink.org.uk to request that We update it, or you can use the link included at the bottom of Our email newsletter.
You have the right to ask for a copy of the information that We hold about you. You also have the right to request that We delete the information that We hold about you.
To make such a request, you can contact us at hello@theweirlink.org.uk.
You are not required to pay any charge for exercising your rights. If you make a request, We have one month to respond to you.
How to complain
If you have any concerns about Our use of your personal information, you can make a complaint to us at the contact details listed at the top of this Privacy Notice.
You can also complain to the ICO if you are unhappy with how We have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Review of this Policy
We keep this Policy under regular review. This Policy was last updated in October 2020.