Reading Green Wellbeing Network

Data protection and confidentiality policy

Data protection

The UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 supersede the Data Protection Act 1998. RGWN members, directors, staff and volunteers must have due regard to the relevant law and to the data protection principles which allow them to process personal information.

RGWN seeks to be transparent and accountable in relation to our use of data. Any questions about the use of data can be sent to info@rgwn.org.uk 

What type of information we have, how we get it and why we have it

RGWN is not primarily a delivery organisation: we do not deliver services directly to people. We are a membership organisation and it is our members who deliver services. 

RGWN may occasionally facilitate the delivery of services by members or partner organisations. 

RGWN collects data of people who make inquiries or requests for information. Most of those inquiries are from professionals; some are from private individuals. 

We currently collect and process the following information:

Most of the personal information we process is provided directly to us by you in order for us to respond to an inquiry or provide information.

Under the General Data Protection Regulations (GDPR), the lawful basis we rely on for processing this information is: legitimate interest.

Where we do not hold it on the basis of legitimate interest we rely on your consent. You are able to remove your consent at any time. You can do this by contacting info@rgwn.org.uk 

Name: Christina Hughes Nind (Chair), Reading Green Wellbeing Network 

Email: info@rgwn.org.uk

Address: 82 Kidmore Road, RG4 7NA

What we do with the information we have

We use the information to handle inquiries about anything related to RGWN. 

Do we share the information?

Where RGWN holds personal information, such as contact details for an individual in order to provide them with information or answer an inquiry, RGWN will not share personal contact details without that individual’s consent except where it is required by law or where it is necessary for carrying out the purpose of having that information. For example, we may share data (including personal information) with certain third party service providers because we employ them to perform tasks on our behalf. We will take all steps reasonably necessary to ensure that your data is treated securely. 

How we store your information

Your information is securely stored online.

We aim to delete any personal data as soon as we are aware that it no longer needs to be kept, and we review the holding of all personal data once a year in order to check this.

Your data protection rights

Under data protection law, you have rights including:

Your right to access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have 28 days to respond to you.

Please contact us at info@rgwn.org.uk if you wish to make a request.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address is:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire, SK9 5AF

Helpline number: 0303 123 1113

Confidentiality

Personal data

RGWN is a membership organisation where the members are themselves organisations. RGWN does not generally itself deliver projects. In conducting RGWN business, members, directors, staff and volunteers might want to talk about members’ projects, and they must remember that all personal data concerning participants and former participants of members’ projects is confidential. ‘Confidential’ means that members, directors, staff and volunteers are free to talk about RGWN and its members and an event or project, but are not permitted to disclose participants’ names or talk about them in ways that will make their identities known. (‘Talk’ includes all forms of communication.)

This is subject to any requirement to disclose information by law.

Any member or partner organisation working with RGWN wishing to access data from participants that have attended any RGWN events will only be able to do so with the agreement of the participant. If we do share data, we will record that fact.

RGWN’s business information

Financial data, passwords and business records of RGWN are confidential. Members, directors, staff, and volunteers must deal with them securely and not disclose them outside RGWN except as necessary or required by law.

 

Policy agreed on  15 March 2023  

Policy to be reviewed March 2025

 

 

Reading Green Wellbeing Network is a Company Limited by Guarantee
Registered in England and Wales with Company Number 14391665
Registered address 82 Kidmore Road, Reading RG4 7NA