Privacy Policy

Updated January 2024


Wheely Tots (WT) understands that your privacy is important to you and that you care about how your personal data is collected, stored, and used. WT respects and values the privacy of everyone whose data we hold, including our clients, those we interact with in the course of our work and visitors to this website. WT will only collect and use personal data in the ways that are described in this Policy and in a manner that is consistent with WT’s obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it.  Your acceptance of this Privacy Policy is deemed to occur upon your first use of WT’s site, on registration for one of WT’s activities or on your first interaction with WT by some other means. 

  1. Definitions and Interpretation

In this Policy, the following terms shall have the following meanings:

  • “personal data” refers to all data that relates to an identifiable person who can be directly or indirectly identified from that data and, in this Policy, specifically means any personal data that WT collects, stores or processes in delivering its products or services or otherwise while running its activities.
  • “WT” (and “we”, “our” or “us”) means Wheely Tots, Registered Charity (1161237)

This Policy shall, where and as far as applicable, incorporate the definitions provided in the Data Protection Act 2018 and the General Data Protection Regulation ((EU) 2016/679) (“GDPR”).

2. Information about WT. 

WT’s website is owned and operated by WordPress.

WT’s Data Protection Officer is David Pitcher, who can be contacted by email at [email protected]

3. What does this policy cover?

This Privacy Policy applies to all personal data that WT collects, stores, or processes in delivering its services, or otherwise in the course of its business.  As such, it covers all personal data which WT holds or processes about or on behalf of its clients; other users of any of WT’s services; or persons providing services to WT.

This Policy also covers your use of WT’s website.  WT’s website may contain links to other websites. Please note that WT has no control over how your data is collected, stored, or used by other websites and WT advises you to check the privacy policies of any such websites before providing any data to them.

4. Your rights

As a data subject, you have the following rights under the GDPR, which this Policy and WT’s use of personal data have been designed to uphold:

  • The right to be informed about WT’s collection and use of personal data
  • The right of access to the personal data WT holds about you (see section 11)
  • The right to rectification if any personal data WT holds about you is inaccurate or incomplete (please contact WT using the details in section 12)
  • The right to be forgotten – i.e., the right to ask WT to delete any personal data WT holds about you (WT only holds your personal data for a limited time, as explained in section 6 but if you would like WT  to delete it sooner, please contact WT using the details in section 12).
  • The right to restrict (i.e., prevent) the processing of your personal data.
  • The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation).
  • The right to object to WT using your personal data for particular purposes.
  • Rights with respect to automated decision making and profiling.

If you have any cause for complaint about WT’s use of your personal data, please contact WT using the details provided in section 12 and WT will do its best to solve the problem for you. If WT is unable to help, you also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office.

For further information about your rights, please contact the Information Commissioner’s Office or your local Citizens’ Advice Bureau.

5. What data does WT collect?

The personal data which WT may collect will vary depending on the nature of your interaction with WT but might include some or all of the following personal and non-personal data:

  • Your name
  • The name of the organisation that you work for or represent
  • Your job title/and or profession
  • your contact information such as email, postal address, and telephone numbers
  • demographic information about you, such as post code, preferences, and interests

Specifically, when running a funded activity, WT might be required to process special categories of data about you, such as information about your ethnic origin, sexual orientation, or religion/ belief.  Where such data is requested, it is because it is necessary for the fulfilment of obligations to the funding organisation. An option of ‘prefer not to say’ will always be provided when asking for such data.  

In some cases, information might also be required in respect of any criminal convictions and offences.  Such information may be necessary where a client has an occupational requirement in respect of the role, to facilitate reasonable adjustments for candidates with a disability or to monitor recruitment statistics. 

6. How does WT use your data?

All personal data shall be processed and stored securely, for no longer than is necessary considering the reason(s) for which it was first collected.  WT will comply with its obligations and always safeguard your rights under the Data Protection Act 2018 and/or GDPR. For more details on security see section 7. 

WT’s use of your personal data will always have a lawful basis, either because it is necessary for WT’s performance of a contract with you, because you have consented to WT’s use of your personal data (e.g., by subscribing to emails), or because it is in WT’s legitimate interests. Specifically, WT may (without limitation) use your data for the following purposes:

  • Supplying WT’s products and/or services to you (please note that WT requires your personal data to enter into a contract with you).
  • Replying to emails from you. 
  • Supplying you with emails that you have opted into (you may unsubscribe or opt-out at any time by emailing WT or clicking on the unsubscribe link within the email).
  • Market research.
  • Reporting to third parties where products and/or services have been provided to you at their cost. 

With your permission and/or where permitted by law, WT may also use your data for marketing purposes which may include contacting you by email, telephone, text message and/or post with information, news, and offers on WT’s products and services.

WT will not, however, send you any unsolicited marketing or spam and will take all reasonable steps to ensure that it fully protects your rights and complies with its obligations under the Data Protection Act 2018, the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003.  WT will provide ample opportunity to opt out of the receipt of any such marketing materials.

You have the right to withdraw your consent to WT using your personal data at any time, and to request that WT deletes it.

WT does not keep your personal data for any longer than is necessary considering the reason(s) for which it was first collected. Data will therefore be retained for the following periods (or its retention will be determined on the following bases):

  • Where personal data has been obtained for Gift Aid purposes, this may be retained for a period of up to 7 years. 
  • Personal data obtained during delivery of WT’s services shall be retained for up to 4 years. 
  • All other personal data shall be retained for up to 3 years from the date on which the purpose(s) for which it was obtained cease to apply.

7. How and where does WT store your data?

WT only keeps your personal data for as long as WT needs to in order to use it as described in section 6, and/or long as WT has your permission to keep it.

Some or all your data may be stored outside of the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein). You are deemed to accept and agree to this by using WT’s services or by otherwise submitting or providing information to WT.  If WT does store data outside the EEA, WT will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and in compliance with the Data Protection Act 2018 and the GDPR.

WT has put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.  In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.  They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

WT has put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

8. Does WT share your data?

Subject to the exceptions set out below (and/or elsewhere in this Policy) WT will not share any of your data with any third parties for any purposes, unless you have expressly given your consent for us to do so:

  • In certain circumstances, WT may be legally required to share certain data held by WT, which may include your personal data, for example, where WT is involved in legal proceedings, where WT is complying with legal obligations, a court order, or a governmental authority or where necessary to protect the rights, property, or safety of WT or others.
  • WT may sometimes contract with third parties to facilitate the effective operation of WT’s activities and/or to supply services to you on WT’s behalf. These services may include payment processing, delivery of WT’s services, search engine facilities, email and other electronic communication tools, data back-up and other IT services, advertising, and marketing. In some cases, these services may include or require access to some or all your data. In such circumstances, WT will take all reasonable steps to ensure that your data will be handled safely, securely, and in accordance with your rights, WT’s obligations, and the obligations of the third party under the law.
  • WT may compile statistics about the use of WT’s site including data on traffic, usage patterns, user numbers, and other information. All such data will be anonymised and will not include any personally identifying data, or any anonymised data that can be combined with other data and used to identify you. 

WT may sometimes use third party data processors that are located outside of the EEA. Where WT transfers any personal data outside the EEA, WT will take all reasonable steps to ensure that your data is treated as safely and securely as it would be within the UK and in compliance with the Data Protection Act 2018 and the GDPR, including ensuring compliance with Privacy Shield requirements.

9. How can you control your data?

When you register for one of WT’s activities or submit personal data via WT’s Site, you may be given options to restrict WT’s use of your data. WT aims to give you strong controls on WT’s use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from WT which you may do by unsubscribing using the links provided in WT’s emails and at the point of providing your details).

You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you from receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.

10. Your right to withhold information

You may access certain areas of WT’s Site without providing any data at all. However, to use all features and functions available, you may be required to submit or allow for the collection of certain data.

11. How can you access your data?

You have the right to ask for a copy of any of your personal data held by WT (where such data is held). Under the GDPR, no fee is payable, and WT will provide all information in response to your request free of charge. Please contact WT using the contact details below in section 12.

12. Contacting WT 

If you have any questions about this Privacy Policy, please contact WT by email at [email protected].  Please ensure that your query is clear, particularly if it is a request for information about the data WT holds about you (as under section 11, above).

13. Changes to WT’s Privacy Policy

WT may change this Privacy Policy from time to time (for example, if the law changes). Any changes will be immediately posted on WT’s Site, and you will be deemed to have accepted the terms of the Privacy Policy on your first subsequent use of WT’s Site, registration of continued use of WT’s products or services, or interaction with WT by some other means.  WT recommends that you check this page regularly to keep up to date.