updated 11th July 2023
In this policy the following terms 'WSBB', 'We', 'Us' or 'Our' refers to the Warwickshire and Solihull Blood Bikes. The WSBB is charity registered with the Charities Commission for England and Wales and is owned and managed by the charity trustees, who are volunteer members of the charity.
The Warwickshire and Solihull Blood Bikes,
Charity No. 1156751,
Registered Address, 5 Orson Leys, Rugby, Warwickshire, CV22 5RG
We are committed to protecting the privacy and security of your personal information. We take care to protect the privacy of our supporters, staff and volunteers and users of our services that communicate inline or offline with us, in store, events, over the phone, through our websites and social media platforms. If any of these provisions, that is to say, any of these terms or part/s of these terms, is deemed unlawful, void or for any reason unenforceable by reason of the laws of any territory in which these terms are effective then the provision/s concerned will be deemed severable from the remaining provisions and will not affect the validity and enforceability of the remaining provisions shall remain in full force and effect.
COLLECTION OF INFORMATION
We only collect information that we know we will genuinely use and in accordance with the General Data Protection Regulation (GDPR). The type of information that we will collect on you, and you voluntarily provide to us includes (but is not limited to):
Your full name
The name of your company (where relevant)
Your telephone number(s)
Your email address
Your driving license information including endorsements
Your media and documents
Your IP address at the time
The time and date of when you submitted information
The corresponding statement that you consented to.
Additionally, we may ask for information relating to your health if it is relevant to the activity you are doing, for example participating in high-risk events. We may, in further dealings with you, extend this information to include your purchases, services used, and subscriptions, records of conversations and agreements and payment transactions.
We ask for personal information from all potential volunteers to assist with our recruitment process, it will only be used for this purpose. This information will only be accessed by the charity trustees and agencies directly involved with the recruitment process, such as a third party agency for the sole processing of Disclosure and Barring Service (DBS) applications and certifications. We will not disclose this information to anyone else outside The WSBB without notifying you. If your application is successful, this information will be stored in our personnel matrix. If you are unsuccessful, we will erase the personal data submitted within a suitable time frame.
The primary instance where our website will ask you for personally identifiable information is our series of contact forms. These forms are powered by a popular WordPress plugin called Contact Form 7. Upon completing your information, you will be asked to consent to our data processing policy which is outlined within this document.
Once submitted, your information will be processed and forwarded to us within a single email sent by the website application.
HOW YOUR INFORMATION IS USED
With your consent we may process your data:
To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
Make available our volunteer roles, donation options and services to you;
Take a donation or payment from you or give you a refund, including the processing of Gift Aid;
Under the legitimate interests legal basis we may:
For statistical analysis and to get feedback from you about our website.
To improve our security measures so you can safely access our website;
Help us understand more about you as a potential volunteer, existing member, company or donator, so we can serve you better;
Contact you to let you know what your support has helped us to achieve and to ask for financial and non-financial support;
Provide you with online advertising and promotions; and
The WSBB may analyse or profile the data it holds to find out what is relevant to our supporters and likely to be of most interest. We might split the data into groups, called segments, so we can target communications to different groups.
We may undertake general enhancements to the data to improve how we can use it.
WHO WE MIGHT SHARE YOUR DATA WITH
We do not share or sell donor details with charities or other third parties for the purposes of marketing.
We may share your personal data with other organisations in the following circumstances:
If the law or a public authority says we must share the personal data (such a DBS Check and certification);
If we need to share personal data with our insurance companies to ensure you can legally operate any vehicles within our fleet;
From time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the website. However, all the information we share will be collected and anonymised, so neither you nor any of your devices can be identified from it.
PROVIDING UPDATES TO YOU
From time to time we may send you relevant news about our work and services by email, but only if you have chosen to provide us with your email address and consented to receive these marketing communications.
When interacting with our website, you may be asked if you’d like to sign-up to receive our email marketing communications and will you be asked explicitly to opt-in to receiving these.
You can change your Email Marketing subscription anytime by editing your preferences or unsubscribing altogether via the link at the bottom of any of our email marketing communications or by contacting us via the details at the end of this policy.
You have the right to be told how we will use your personal information. This policy and other policies and statements used on this website and in our communications provide you with a clear and transparent description of how we may use your personal information. You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 30 days from when your identity has been confirmed.
We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.
If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it. You have the right to object to us processing your personal information if we are not entitled to use it any more, to have your information deleted or have its processing restricted in certain circumstances. You have the right to ask us to restrict the processing of your personal information if there is disagreement about its accuracy or legitimate usage.
You have the right to object to processing where we are:
processing your personal information on the grounds of legitimate interest.
using your personal information for direct marketing.
using your personal information for statistical purposes.
Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time.
For more information about your privacy rights refer to the The Information Commissioner’s Office (ICO) data protection and privacy guidelines and regulations. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly.
You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.
If you would like to exercise any of the above rights, please contact us directly at email@example.com.
HOLDING YOUR DATA
We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the data protection regulation and never retain your information for longer than is necessary. Unless otherwise required by law or industry best practice, your data will generally be stored for a period of 60 days after our last contact with you, at which point it will be permanently deleted and therefore unretrievable.
In some circumstances, this general data retention period may be overridden where additional legal or other requirements take precedence (for example, basic Gift Aid data for tax purposes).
SOCIAL NETWORKS AND MEDIA OUTLETS
When using this website, you may be able to share information through social networks like Facebook and Twitter. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.