PRIVACY POLICY

West End Million Data Privacy Policy

Updated, May 2018

About West End Million:

The West End Million (“WEM”) exists to make the West End a better place for everyone who lives here. It aims to benefit people who visit, work or trade in the area. WEM acts as the local Partnership for Big Local funding in the West End area of Morecambe. It is responsible for making sure that the Big Local funding is invested in ways that benefit the West End area and in accordance with the visions and priorities established through consultation activities and set out in the community profile.

WEM needs to collect and process personal data, including data related to the use of our website www.westendmillion.co.uk. WEM is committed to the protection of personal privacy and ensuring that all of the personal data it collects and uses is processed in accordance with UK and EU data protection law.

What Data We Collect and How We Use It:

In accordance with these principles, WEM limits the amount of data it collects to that which is needed to meet its objectives and will only ever use the data that it collects for purposes that are related to these objectives. WEM will never sell the personal data it collects and makes every reasonable effort to protect the data under its control against unauthorised access and misuse.

WEM also engages third-party service providers and partners to help it meet its objectives. WEM makes every reasonable effort to use service providers who are equally committed to protecting personal privacy and comply with applicable data protection laws.

WEM collects, processes and stores personal information (meaning information that relates to you from which you can be identified such as your name, address and other contact details) in accordance with its obligations under UK and EU data protection law. For the purposes of managing grant funding we may also require additional personally identifying information such as (but not limited to) bank account numbers and sort codes.

This policy outlines the personal data collection and processing practices related to WEM’s website www.westendmillion.co.uk, grant funding activities and all associated communications channels.

This policy does not cover all of the personal data processing operations by WEM, for example, data processed in connection with staff and human resourcing which are covered by internal policies and procedures.

The personal data processed on www.westendmillion.co.uk is limited to information about usage of our website (traffic data, including data derived from “cookies”), the name and email addresses of people who sign-up to receive our newsletter and personal information included in requests for funding, spend reports and partnership and plan reviews, including the contact details of organisational representatives and their biographical profiles. This data is used:

  • to help us understand how people use www.westendmillion.co.uk in order to improve our communication
  • to send newsletters to our subscribers we also process the data that you may input into www.westendmillion.co.uk such as search queries or feedback on the website but this is not linked to any personal information and cannot therefore be used by WEM to identify users of the website.
  • in an administrative context to support funding applications, spend reports and partnership and plan reviews to help implement the WEM Action Plan.
  • to meet our legal and charitable obligations

WEM also uses social media platforms to link to and disseminate information about www.westendmillion.co.uk and the Big Local programme. WEM social media accounts and pages are managed by WEM staff members. WEM does not import or export any information on its followers or subscribers from or to these platforms. WEM may, however, communicate through direct messaging over social media.

Security of Personal Data:

WEM takes all reasonable steps to ensure that personal data is held securely and in accordance with this Policy. Unfortunately, the transmission of information via the internet is not completely secure. Although WEM does its best to protect personal data, it cannot guarantee the security of personal data transmitted to any of its websites. Any such transmission is therefore at the website user’s own risk. For personal data in its possession, WEM implements various technical and organisational measures in order to prevent unauthorised access. Wherever possible it encrypts the data it collects, transmits and stores. Access controls within the organisation limit the number of people who have access to personal information to those that need it in connection with their job responsibilities or contractual obligations.

Trusted Partners and Service Providers:

WEM works with a carefully chosen group of third party service providers to perform tasks on its behalf. These include but are not limited to:

  • Google, to provide email, secure file storage and file transfer
  • WordPress, to build our website
  • By Design, to host the www.westendmillion.co.uk website
  • MailChimp, to host our mailing list and deliver our newsletters
  • Facebook, Twitter, YouTube and Instagram, to share information and reach users of those platforms
  • Google analytics, to provide statistical information about the use of the www.westendmillion.co.uk website

WEM only uses these service providers to perform the specific tasks listed above. However, these service providers may also use and retain personal data in accordance with their own policies, practices and legitimate interests.

While WEM has taken reasonable steps to ensure that these data processors comply with this policy and EU data protection law, users are advised to consult the privacy policies of these companies for further information about their practices. Users of social media platforms do so in accordance with the policies and terms of use of their operators.

Personal information provided to WEM may be shared with trusted partner organisations who work with WEM to support the delivery of The Big Local programme. These partners include but are not limited to:

  • Lancaster District CVS (our Local Trusted Organisation or LTO)
  • Big Local
  • Local Trust

WEM may also engage additional third-party service providers to provide services such as information technology support. These activities may involve the access to the personal data held by WEM. In these instances, WEM will take reasonable steps to ensure that any such data processing is carried out in accordance with this Policy. This includes conscientiously selecting service providers and only working with trusted partners.

Disclosure:

WEM may also disclose personal information to third parties in the following situations:

  • If WEM or all of its assets are transferred to a successor body, in which case personal data under its control will also be transferred
  • If WEM is required by law to share personal information with the police or other external agencies
  • To protect WEM, its partners or others against fraud or illegal activity

How Long WEM Keeps Personal Data:

WEM retains personal data only for as long as necessary in accordance with the above purposes and applicable laws. When personal data is no longer necessary for these purposes it is securely deleted.

Personal information uploaded to www.westendmillion.co.uk may be kept for longer periods in accordance with WEM’s legal obligations, and in accordance with auditing requirements.

For consent-based services from which you can opt-out at any time such as email updates, WEM keeps personal data until it receives instructions to the contrary.

Changes To This Policy:

In the event that the Policy is changed at any time, the date and nature of the change will be clearly indicated in this document.

In the event that the change has a material impact on the handling of personal data, WEM will contact the data subjects to inform of the changes and where appropriate seek their consent.

Changelog:

Last update: 24th May 2018

Any questions regarding this policy or any other data protection issue related to WEM should be submitted by email to admin@westendmillion.co.uk