Updated October 2018
Wheely Tots is a registered charity and we process, gather and store information to support the delivery of our activities, to recruit volunteers and to raise funds.
We take the collection and storage of your information seriously, so this policy tells you more about how and why we collect and store your information, and how you can control the information we hold.
Wheely Tots is considered a Data Controller and Data Processor, and therefore falls under the obligations of the General Data Protection Regulation (GDPR) and the Data Protection Act.
Wheely Tots collects and stores personal information in the legitimate interest of achieving our charitable aim; “The promotion of community participation in healthy recreation, in particular by the provision of cycling advice, cycle training, cycle maintenance, and other cycling related activities.” In most cases we also seek consent from individuals to complement our legitimate interest in holding information.
What information we collect about you
Information we collect about people who attend our sessions
We collect the name, address, phone number and emails of people who attend our sessions. We use this information in order to monitor the number of attendees at our sessions. We also use that information to communicate through an e-newsletter using Mailchimp to send you information about our activities.
We make use of this information in an aggregated, anonymised way; this anonymised data is then stored for reporting to our funders and for future research and evaluation.
Information we collect about volunteers
We collect the name, address, phone numbers and emails of volunteers. We use this information in order to track and monitor through the recruitment process and sessions attended by volunteers. We also use that information to communicate, via Mailchimp, about the successes of Wheely Tots and other opportunities to support us.
We collect, process and store Disclosure and Barring System information of all volunteers, to ensure the safety of the children and families we work with.
Information about how DBS process your data and the options available to you when submitting an application can be found at: https://www.gov.uk/govenment/publications/dbs-privacy-policies
We make use of the information in an aggregated, anonymised way; this anonymised data is then stored for reporting to funders, future research and evaluation.
We store information on the number of volunteering session completed and individual performance of volunteers in sessions. This information allows us to provide development opportunities where required. This information is also used to ensure that we can provide accurate references when requested.
We store information of active volunteers for four years after the last volunteering session.
Information we collect about supporters
We collect supporters’ and donors’ name, email addresses, addresses and phone numbers, which we gather directly from the individual, through online giving platforms, and through our website. Donors have the option to remain anonymous through these online giving platforms, in which case we only receive information on the amount and date of donation.
We collect information to track donations, to communicate about our ongoing achievements and how any donations have been used. We use that information to tell people about opportunities to volunteer and fundraising appeals.
Supporters are contacted through e-newsletters that are created and email lists maintained by Mailchimp. We store information for up to four years after a donation.
Where consent is given to receive the e-newletter communicating opportunities to support Wheely Tots, we store information until consent is withdrawn via the ‘unsubscribe’ process.
How we store your information
We promise to keep your information safe and secure.
Information that we collect is stored securely on our Cloud based filing system and used on staff computers. These computers are protected by Anti-Virus software.
We avoid keeping paper copies of sensitive information in all possible instances.
Who we share your information with
We will never sell your information.
We share information only when there has been consent. We might share information without consent if there is reason for concern for the individual or the safety of a young person; in which case we might contact a statutory body.
How you can see the information we store
Wheely Tots will provide you with an easy to read print out of information we hold about you. You can request that information by writing to [email protected]. We aim to provide that information within two weeks.
How you can request to be erased
We generally hold information for four years. Any information held beyond this time is held because of a legitimate interest for example, the need to hold Gift Aid information for seven years.
Anonymised information will be kept beyond four years in order to undertaken research and evaluate the ongoing and longer term success of our activities.
You can request that your information is erased by writing to [email protected].
How to complain about the way we handle your information
If you would like to make a complaint about the way we have handled your information you can make that directly to us by writing to [email protected].
You can also make a complaint directly to the Information Commissioner’s Office https://ico.org.uk/concerns/