At FOR WOMEN we collect and use your personal information to help support you, improve our services and tackle wider issues that impact on the lives of women
We only ask for the information we need. We always let you decide what you’re comfortable telling us, explain why we need it and treat it as confidential. We handle and store your personal information in line with the law.
When we record and use your personal information we:
Only access it when we have a good reason
Only share what is necessary and relevant
Don’t sell it to anyone
Our Privacy Notice sets out how FOR WOMEN uses and protects personal information, i.e. any information provided to the charity that can be used to identify an individual. This Privacy Notice has been revised in line with the General Data Protection Regulation (GDPR) implemented on 25th May 2018. This Privacy Notice may be revised so please check for updates. The version date and version number are at the end of the document.
You may give us personal information through any form of communication with members of our staff or volunteers or through our website. This may be as a result of face-to-face meetings, attending an event organised by us, sending us letters or emails, contacting us by telephone or using our website. You may be communicating with us in order to make enquiries about our services, use our services, give us a donation, apply for or undertake a role as a volunteer or member of staff or become a member of the charity.
FOR WOMEN is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be recorded and used in accordance with this privacy notice. We will always respect your rights and choices.
FOR WOMEN is a Community interest company (CIC) Company registration no. 12468728. We contribute to women’s emotional and physical well-being through women’s support groups and free educational workshops aimed at raising awareness.
FOR WOMEN both controls and processes personal data. We are a “data controller” for the purposes of GDPR. This means we are responsible for, and control the processing of, your personal information.
What information we collect about you
Personal information is any information that can be used to identify you. We may collect the following information:
Name and date of birth
Contact information including telephone number, postal and email addresses
Information about which services you may be interested in using or finding out about
Information in connection with an application for employment or as a volunteer such as previous roles and employers, national insurance numbers and tax codes
Debit or credit card details in order to pay us for a service or make a donation
Computer IP address, and
Any other personal information you may share with us in order to make best use of our services, apply for a role as a volunteer or member of staff, work for us or give us a donation.
Sensitive Personal Information
Data Protection Law recognises that some categories of personal information are more sensitive. Sensitive Personal Information can include information about a person’s health, race, ethnic origin, political opinions, sex life, sexual orientation or religious beliefs. If you provide us with any Sensitive Personal Information by telephone, email or by other means, we will treat that information with extra care and confidentiality and in accordance with this Privacy Notice.
You may decide you want to remain anonymous, if so please let us know and we will record your contact anonymously.
We will only use this information:
For the purposes of dealing with your enquiry, training, and quality monitoring or evaluating the services we provide.
We will not pass on your details to anyone else without your express permission except in exceptional circumstances. Examples of this might include anyone reporting serious self-harm or posing a threat to others or children contacting us and sharing serious issues such as physical abuse or exploitation.
Where you have given us your express consent or otherwise clearly indicated to us that you are happy for us to share your story, then we may publish it on our Website or in other media.
What we do with the information you have given to us
We require this information to understand your needs and provide services to you, or alternatively to offer volunteering and employment roles.
For all of any of these purposes we may require personal information to:
Provide the services that you have requested
Keep a record of your relationship with us
Keep internal records including records required by law, regulations or contracts or for other administration purposes
Update you with important information about our services
Working or volunteering arrangements
Process your donations or other payments, to claim gift aid on your donations and verify any financial transactions.
We may also contact you to:
Obtain feedback or for research purposes to improve our products and services
Tell you about our work and how you can support FOR WOMEN
Invite you to participate in events, surveys or research
When we use your information without permission
In most cases, we’ll get your permission to collect, use, store and share your information. At times we might use or share your information without your permission.
If we do, we’ll always make sure there’s a legal basis for it. This could include situations where we have to use or share your information:
To comply with the law, called ‘legal obligation’ – for example, if a court orders us to share information
To protect someone’s life, called ‘vital interests’ – for example, sharing information with a paramedic if a client was unwell at our office
To carry out our aims and goals as an organisation, called ‘legitimate interests’ – for example, to create anonymous case studies and statistics for our national research
For us to carry out a task in the public interest or for our official functions, and the task or function has a clear basis in law, called ‘public task’ – for example the Consumer Service
To carry out a contract we have with you, called ‘contract’ – for example, if you’re an employee we might need to store your bank details so we can pay you
To defend our legal rights – for example, to resolve a complaint that we gave the wrong advice
You can update your choices or ask us to stop sending you these communications at any time by contacting emailing or clicking the unsubscribe link at the bottom of the relevant communication
We may hold your application on file. If we agree you can volunteer with us, we will need to check your references and we will store your contact details in our database.
Sharing your Information
The personal information we collect about you will mainly be used by our staff and volunteers at FOR WOMEN so that they can support you.
We will never sell or share your personal information to organisations so that they can contact you for any marketing activities. Nor do we sell any information about your web browsing activity.
We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
We may share your information with a variety of third parties depending on the service you are receiving from us. We share your data on different legal bases. For example, with your explicit consent e.g. when you are receiving our support services and we are liaising with third parties on your behalf or due to contract compliance e.g. anonymised client data to commissioners.
We may disclose your information if required to do so by law (for example, to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority).
Legal basis for processing personal information
The law requires us to set out the lawful grounds on which we collect and process your personal information as described in this notice. Depending on the purposes for which we use your data, one of the following grounds may be relevant:
Consent. In many instances, we will rely on obtaining your consent to our use of your personal information in a certain way.
Legitimate interest. In certain instances, we may conclude that in order to pursue our aims as a charity it is in the interest of the charity to contact you or report information to a third party. This will typically be where we wish to provide information about new services, events, engage your support, or promote roles within the charity.
Legal requirement. We need to collect, process and report personal information in order to comply with a legal obligation such as those relating to employment or for the purposes of claiming gift aid on a donation.
Performance of contract. We may need to process your information in relation to a contract for funding our services of which you are a user and for employment purposes.
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint please contact firstname.lastname@example.org or call : +44 (0) 7874234874
Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge.
Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
How long we hold your information for
We keep your personal information only for as long as we need to use it for the purposes set out in this notice. This may be governed by statutory rules on retention of records e.g. financial records, including donation records, will be kept for a minimum of seven years.
Personal information that we no longer need is securely disposed of and/or anonymised so that you can no longer be identified by it.
How we will keep your information secure
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
If you send us a private or direct message via social media it will not be shared with any other organisations. We see all this information and decide how we manage it. For example, if you send a message via social media that needs a response from us, we may process it in our case management system as an enquiry or complaint.
When you visit www., we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do collect personal data through our website, we’ll be upfront about this. We’ll make it clear when we collect personal information and we’ll explain what we intend to do with it.
How we use website cookies
Cookies are small files, usually of letters and numbers, which are downloaded onto your device when you visit a website. They let websites recognise your device, so that the sites can work more effectively, and also gather information about how you use the site. A cookie, by itself, can’t be used to identify you.
They have a number of uses: to make the website work properly for you, to help you navigate the site and to enable us to monitor how our website is being used.