Legal Notice

Worthing veterans takes privacy very seriously and adheres to all aspects of the Data Protection Act 2018 (DPA 18) the UK General Data Protection Regulations (UK GDPR) and the Data Use and Access Act. (DUAA)

• You can visit our website without revealing identifying details such as your name or email address however your IP address might be recorded according to our Cookies Policy.

The personal data that we hold is relative to your relationship with us. It will include personal information if you have voluntarily provided that to us (for instance, a contact method such as home address, phone number and/or email).

By visiting our website, using our services or participating in our activities, you agree to your personal information being collected and used in the manner set out in this Privacy Notice as updated from time to time.

When updated, should there be any material changes and/or changes that could negatively impact you we will make reasonable efforts to notify you in advance and give a reasonable time for you to object to such changes.

This Privacy Notice (sometimes referred to as a Privacy Policy) explains how and why Worthing veterans collects and processes your personal data.

• Why we collect your data
• What personal information is collected
• Cookies
• How we use your information
• What information we disclose to other parties
• How long we store your data
• For our Volunteers, Supporters, Donators and Potential Donators and those who request Volunteer support
• Facebook, social media and news organisations
• How you are in control
• Where we store your data
• Online security
• Links to other websites
• How and why, we use Personal Data for Marketing
• Our use of AI technology
• Changes to this Policy

In this policy, the words ‘We’, ‘Us’, ‘Our’ refer to Worthing veterans

Why we collect your data

Under the current information rights law, we are required to have at least one lawful basis to process your personal data dependant on how we have collected and processed your information. We use a condition called legitimate interest to process your data and/or your consent. We process your data in our legitimate interest to provide support to wounded, injured and sick service personnel, veterans and their families.

We determine that in you providing your personal data to us you do so either to support the Us as a volunteer, to make a financial donation to the organisation or to receive support. We will therefore process your data according to the way in which we have received your data as follows:

• When you submit your personal data to us either via a donation, webform or printed form we will store that data in our database and record any activities that you undertake. We do this to enable us to maintain any preferences you have for receiving information from us and to ensure we suppress your contact when you have requested us to do so.
• If you undertake events or challenges or volunteer for us, then we will use your personal data to fulfil our legal requirements in administering those relationships.
• If you donate to us, we will use your personal data to record and provide a receipt for your donation.
• If you are a beneficiary or seek support from us where we collect data from you in relation to your health, ethnicity, sexual orientation or criminal history we process this with your explicit consent. Where we cannot reasonably be expected to gain consent from you, we will process your data under a legal condition of ‘substantial public interest’ complying with our organisational objectives to provide you support where you are eligible.

What personal information is collected

We collect the following types of Personal Data.

Personal Information such as name, postal address, telephone number, email address, card or bank details, etc. This is taken from the information you voluntarily submit via registration forms, correspondence, phone calls, donations, etc.

Non-personal information such as which web pages you visit, IP addresses, social media used, etc. This is captured using Cookies (see below for more information). 

Cookies

We use ‘cookies’ on our website to help us improve its look and feel. A cookie is a small text file which is placed on your hard drive whenever you visit a website. It collects statistics by tracking your movements and can also be used to identify when you return to a website. Where cookies are used, you will be informed of their presence and function and given the opportunity to disallow the cookie being placed on your hard drive. For more information, please read our Cookies Policy.

We partner with IONOS to capture how you use and interact with our website through behavioural metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising.
 

How we use your information

Worthing veterans will process your data to administer the following items:

• Help deal with your enquiry, request or application.
• Process a donation.
• Notify you about changes to our Service.

We will seek further explicit consent from you to process your data for the following:

• When we take photographs of you where you are identifiable, we will seek your consent to use them on our website or any published types of media.
• Where you are a child aged 13 years or under, we will seek the consent of your legal guardian to enable us to add your details to our database.

Targeted direct marketing and data analysis

Worthing Veterans do not partake in any surveys or canvassing or direct email campaigns

We are committed to putting you in control of your personal data and your free to opt out of this processing activity. To find out more, please use the contact details which you’ll find at the end of this document.

What information we disclose to other parties

We never sell, rent or share your details with other charities or companies for marketing purposes. The only time your information is shared with other organisations is:

• Where you have given your permission for us to do so.
• With a small number of trusted partners who are employed as our service providers or agents and are contractually bound to use your information strictly for the performance of a particular service only (e.g., those who securely process payments, host the website, etc.).
• When we are obliged to do so by law such as sending your information to be checked against the Telephone Preference Service, or if contacted by recognised lawful authorities with a reasonable request for information.
• Analytics and search engine providers such as Google that assist us in the improvement and optimisation of our site.

These trusted partners are also required to comply with all current data protection legislation.

We are committed to putting you in control of your personal data and you are free to opt out of this processing activity. To find out more, please use the contact details which you’ll find at the end of this document

Links to other websites

Our website may contain information linked to or provided by other companies (such as third-party events, etc). They are outside of our control and not covered by this Privacy Policy. Please be aware that, should you access other sites using the links provided, the operators of these sites may have a privacy notice which differs from our own.

We can’t accept any responsibility or liability for such privacy policies. Please check the relevant policies before you submit any personal data to these websites
 

The Media, Social Media and TWorthing veterans Website

Complex changes have taken place in respect of the Privacy Shield with the United States where Facebook store their data. However, they are implementing standard contractual clauses to ensure that your data is kept secure to the standards identified in the Data Protection Act 2018.

We may occasionally share your personal data on our website and other social media sites such as Facebook and Twitter .

When and if this occurs, we will discuss this with you and we will clearly explain why we wish to tell your story and potentially use images, video footage and audio recordings where you are identifiable by attaching/linking your name to the published article.

We will always seek your consent for the use of your personal data, and we will keep a record of how you provide that consent, be it in writing or provided verbally.

We will on occasions record what occurs at events, gatherings and functions using video and still photography and you may attend one of these events along with other individuals. When this occurs, it would be impractical and difficult to seek the clear consent of each attendee or passer-by. Where the images/videos recorded are of a crowd and do not focus on one individual or a group of individuals, it is unlikely to be personal data as the individuals will not be identifiable. Data protection law, in these circumstances, will not therefore apply.

If you have any concerns about this, please do get in touch using the contact details at the end of this document.

How you are in control

We will send you information about Help for Heroes according to any preferences you submitted by phone, post, email or electronic messaging services. You can alter your preferences through your existing portal registration account. Alternatively, contact our Supporter Care Team by mailing contact@helpforheroes.org.uk, or by calling 0300 303 9888, Monday-Friday, 9am-5pm.

The Information Commissioners Office (ICO) are the independent regulators of the UK General Data Protection Regulations (UK GDPR) and the link below provides advice and guidance about your personal data rights and the potential next steps you can take.

https://ico.org.uk/for-the-public/

The ICO also provide advice by telephone, and the helpline can be contacted on 0303 123 1113.

If (after reading the guidance) you wish to exercise any of your information rights, you can contact us using the details below:

By email to welfare@worthingveterans.org.uk

To speak to us please call our supporter care team on xxxxxxxx

Whilst we will endeavour to adhere to your wishes, we may not be able to delete your personal data if there is a legal obligation for us to retain it. This includes where financial data must be retained for seven years or where data must be retained to enable us to defend our legal position.

We will always inform you of the basis of any such decision not to delete your data as appropriate.

We may on occasions be required to request proof of identity to be able to fulfil your request.

How long we will keep your information for

If you support our organisation by donating, undertaking a challenge, organising an event , we will keep your data in our active database up to ten years after your last activity.

This is so that, if you re-connect with us, we will have a history of how you have supported the organisation in the past. After this time, your data is deleted.

If you want us to stop processing your data, you can contact us and request that we carry out your request. (See the section entitled ‘How you are in control’).

Where we store your data

We make every effort to securely store all personal data. All Worthing veterans personal data is kept within the EU and our storage of it adheres to our obligations to you under UK GDPR.

All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted using SSL (Secure Sockets Layer) technology.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential.

Online security

No transmission via the internet is wholly secure, so we urge you to safeguard your personal data by protecting your computer with anti-virus software to ensure your personal data is being transmitted securely. Any information you choose to send to us is carried out at your own risk.

Our IT team is working hard to ensure system resilience at Worthing veterans and we also ensure that that any third-party data processors we utilise are compliant with the security provisions of the Data Protection Act 2018.

We do not retain credit card or banking details on our web servers. Instead, we transfer them to a secure banking database for the purpose of collecting and recording payments. We also encrypt payment pages using SSL.

Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Changes and updates to this policy

Worthing Veterans may, from time-to-time, update and modify its website and/or this Privacy & Security Policy.