Privacy & Cookie Policy

GDPR Summary Privacy Notice

What is a privacy notice?
Inverness Women’s Aid (“IWA”) wants to ensure you understand how we process your personal data.  We are also required by the General Data Protection Regulation (“GDPR”) to explain certain matters to you.  For brevity and clarity, this Summary Privacy Notice sets out the key elements of that explanatory information. 

Full Privacy Notice  
This Summary Privacy Notice tells you the key elements of what to expect when IWA collects personal information. It applies to information we collect about:

  • People who use our services; including
  • People who contact us via social media
  • People who call our helpline
  • People who email us
  • People who make a complaint to us
  • People who support our service.

Our lawful basis for processing data
The lawful basis upon which we collect and process personal data is legitimate interests. We need to provide evidence of the work we have done to our funders and our data processing enables us to do this effectively.

Your rights

  • You have certain rights in relation to the personal data which we process about you:
  • You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights; this is why we are providing you with this privacy notice.
  • You can request to access your personal data.
  • You have the right to restrict some processing of your personal information, which means that you can ask us to limit what we do with it;
  • Subject to certain limitations (normally where there is a continuing need for us to process the data), you can object to the processing of your personal data, or you can request that it be erased.
  • Where we hold data that is inaccurate, you can ask us to complete or rectify this.
  • You also have the right to complain.

People who use our services
We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes.

People who contact us via social media
We have a Facebook page and a Twitter account. Please be aware that these pages are public and if you contact us via the public elements of these social media, the content of your enquiry will be public. 

People who call our helpline
When you call IWA’s helpline we will collect personal information about you and will make notes of the content of your call and will record these on our secure case management system. This is to enable us to provide our service and allow call takers to work with you on future calls.

People who email us
Email communication from service users and any replies that we make are copied into the service users own file within our secure case management system. We only communicate by email with service users who have given permission for this.

People who make a complaint to IWA
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will only use the personal information we collect to process the complaint and to check on the level of service we provide.

People who support IWA
Any personal information that is provided by individuals to support IWA will be retained for the periods stated in our Full Privacy Notice.

Individuals connected to people who use our services
We process the personal data of individuals connected to people using our service in order to provide our service and to identify risks to those we work with. 

Complaints or queries
IWA tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. If you want to make a complaint about the way we have processed your personal information, you can contact us at info@invernesswa.co.uk  If you are unhappy with our response, you can complain to the ICO in their capacity as the statutory body which oversees data protection law – www.ICO.org.uk/concerns 

All relevant GDPR documentation is available on request from IWA.

Access to personal information
IWA tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the GDPR (General Data Protection Regulation).

Disclosure of personal information
We disclose personal information where we have a statutory duty to do so in order to protect you, prevent harm to someone else, for example a child, or prevent or detect a crime.

Right to be forgotten
You have the right to have the personal data that we retain about you erased under the circumstances stated in our Full Privacy Notice.

COOKIES
When you visit our website we collect information to help us to understand how supporters use our site, and to make improvements. This information consists of your IP address, your browser (e.g. Internet Explorer), when you visited and which pages you visited or downloaded during your visit. We cannot use this information to find out further personal information about you, and will not share any individual information unless required to do so by law.
CHANGES TO THIS PRIVACY POLICY
We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.
If our store is acquired or merged with another company, your information may be transferred to the new owners so that we may continue to sell products to you.
QUESTIONS AND CONTACT INFORMATION
If you have any questions or concerns about any information in this privacy notice, you should contact us at info@invernesswa.co.uk or on 01463 220719.

Website & Social Media Privacy Notice

At Inverness Women’s Aid, we will always protect and respect your privacy.

Who are we?
Inverness Women’s Aid provides a specialist service for women, children and young people experiencing domestic abuse in Inverness, Nairn, Badenoch & Strathspey. We are a Charitable Company Limited by Guarantee, registered in Scotland (SC111614) and a registered Scottish Charity (SC016052).

We are also the Data Controller, registered with the Information Commissioner’s Office 

Why do we collect information?
The reason we collect and process your personal data is because we have a legitimate interest to do so. This means that if you use our services you expect us to ask for your name and contact details in order to contact you. Data processing is necessary to achieve this. We recognise your rights and the responsibility processing data on the basis of legitimate interests gives us and if you request at any time that your data is deleted from our system, we will comply with this request wherever possible.

What type of information do we collect from you?
Through this website, we may collect your name, email address and phone number if any forms are completed. If you make a donation online or make payment for a training course, we do not hold your card information. Our third-party payment processors collect this information and capture it securely.

How do we collect this information?
We would collect information from you when you register for our digital newsletter, make a payment for one of our training courses or make a donation online. 
If you contact us through social media, please be aware that elements of these pages are public. If you send us a private or direct message via social media the message will be stored for three months. Messages sent by these methods are subject to the privacy notices of the relevant companies running these services.

How do we use your information?
Your information may be used to:

  1. Process a donation made online
  2. Process a training course booking made through our website
  3. Seek your views on the services we provide
  4. Send requested communications

How long do we keep your information?
We regularly review our retention periods for personal information. We are legally required to hold some types of information but will only hold your personal information on our systems for as long as is necessary for the relevant activity.

If you make a one-off donation or a regular donation, your personal information will be retained for two years following the last donation so that the donation can be acknowledged in the relevant annual report.

Who can access your information?
We will never sell your data and will always keep your details safe and secure. We do not share your information with third parties for marketing purposes.

If you choose to make an online donation or make payment for a training course, your donation is processed by a third party payment processor who will capture and process your information securely.

We use a third-party service, Google Analytics, to capture standard visitor information from our website. Visitor information is anonymous and only allows us to track visitor numbers and behaviour.

Contacting you
We will not contact you for marketing purposes by email unless you have given your prior consent. If you previously registered for our digital newsletter and would no longer like to receive it, please contact info@invernesswa.co.uk to unsubscribe.

Links to other websites
Occasionally, the news page of our website may contain links to websites of other organisations. This privacy policy applies only to our website and you should also read the privacy policies of any other sites visited.

Cookies
We only use cookies (small files that allow websites to recognise your browser and remember specific information) to capture visitor numbers and behaviour for our website through Google Analytics. Although cookies do not store personally identifiable information, you can control them through your browser settings to ensure your computer warns you every time a cookie is being sent.

Your rights
You have certain rights in relation to the personal data which we process about you:

  • You have the right to be provided with clear, transparent and easily understandable information about how we use your personal data and your rights
  • You can request to access your personal data.
  • You have the right to restrict some processing of your personal information, which means that you can ask us to limit what we do with it;
  • Subject to certain limitations (normally where there is a continuing need for us to process the data), you can object to the processing of your personal data, or you can request that it be erased.
  • Where we hold data that is inaccurate, you can ask us to complete or rectify this.
  • You also have the right to complain.

Complaints
IWA tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of IWA’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

If you want to make a complaint about the way we have processed your personal information, you can contact us at info@invernesswa.co.uk  If you are unhappy with our response, you can complain to the ICO in their capacity as the statutory body which oversees data protection law  www.ICO.org.uk/concerns.

Right to be forgotten
You have the right to have the personal data that we retain about you erased under the following circumstances:

  • The personal data is no longer necessary for the purpose which we originally collected or processed it for.
  • If you object to the processing of your data, and we don’t have an overriding legitimate interest to continue this processing.
  • If we have processed your personal data unlawfully.
  • If we are legally obliged by you to do so

How to update and access your information

If any of your details change and you would like to update us, please contact info@invernesswa.co.uk or write to us at:

Inverness Women’s Aid
2 Anderson St
Inverness
IV3 8DF

You can request a copy of the information we hold about you by making a ‘Subject Access Request’ under the General Data Protection Regulation. Please make a request in writing to the above address.