Our Privacy Promises
West Sussex Parent Carer Forum (WSPCF) is committed to protecting the privacy and security of your personal data. In support of this commitment, we will:
- Be transparent about how we use your information and who we share it with
- Value the personal information entrusted to us and respect that trust
- Implement the appropriate safeguards to protect your information
- Enable you to easily access, erase and correct your information
- Adopt best practice when handling your information
WSPCF is a community of parent carers who all have a child (aged 0-25 years) with Special Educational Needs and/or Disabilities (SEND).
WSPCF is a ‘Data Controller’ for the personal data we receive as part of the services we are providing. A Data Controller is the main decision-maker in respect of data processing – this means we exercise overall control over the purposes and means when processing personal data.
Address – Dove Lodge, 49 Beach Road, Littlehampton BN17 5JG
Phone: 01903 726188
Why we need to process personal data
We believe that every single one of us can make a difference, and that is why we invite parent carers and their families to join our community. WSPCF needs to process personal data to manage our community and the related services. We use your personal data in the following ways
- To administer our community and allow us to keep internal records of membership
- To enable us to manage our fundraising efforts and administer donations from the community
- To send you regular emails, keeping you up to date with what’s going on around the county
- To provide access to our training courses, which are FREE to our members
- To communicate details of our events, which are FREE for our members to attend
- To organise and manage our events, meetings or other social based activities
- To subscribe you to our social networking pages, which aim to give you shots of inspiration throughout the week
The types of personal data we process
To manage our community and provide the services, we may process the following types of information.
Contact information –
Information that provides a mechanism for contacting an individual, for example:
- email address, physical address, telephone number
Identifying information –
Information that uniquely or semi-uniquely identifies a specific individual, for example:
- name, username, unique identifier, government identification, photograph
Family information –
Information about an individual’s family and relationships, for example:
- family structure, siblings, offspring, marriages, divorces, relationships
Medical and health information –
Information that describes an individual’s health, medical conditions or health care, for example:
- physical and mental health, disabilities, family or individual health history
Demographic information –
Information that describes an individual’s characteristics shared with others, for example:
- age ranges, physical traits, geographic information
Social Network information –
Information about an individual’s use of social media platforms or their online social connections, for example:
- opinions posted online, friends, connections, associations, group memberships
Processing personal data
Our community and our employees expect us to process their personal data lawfully and ethically while being accountable for ensuring the highest standards of compliance, which are required under the General Data Protection Regulation (GDPR).
In accordance with GDPR, our processing of your personal data is based on one or more lawful grounds, including:
- When you have provided freely given, specific, informed and unambiguous indication of your ‘consent’ to process your personal data.
- When the processing is necessary for us to comply with a ‘legal obligation’.
- When the processing is necessary for the purpose of a ‘legitimate interest’ that we have identified, and we have checked that your privacy rights do not override the ‘legitimate interest’.
The ‘legitimate interests’ at WSPCF include pursuing our mission to offer information, support and training to our community, sharing our experiences and knowledge and aiming to build the confidence of our community members as they navigate their own ‘special needs’ journey.
Storing and deleting your personal data
We will store your contact information for the duration of your community membership. In some circumstances, we will be legally required to hold some types of information after you leave our community, for example retaining records of any donations we have collected and any related Gift Aid.
We will hold your personal information on our systems for as long as is necessary in support of the activities we are undertaking. We will not keep it longer than reasonably necessary for those purposes, considering any legal or regulatory retention requirements that we have to adhere to (e.g. tax or health and safety requirements) and our own management or administration requirements.
Your data protection rights
The GDPR enables individuals to exercise certain rights when organisations are processing their personal data. Individuals can exercise their rights by contacting our Administrator, Rachael Wilkes: firstname.lastname@example.org. The following is a summary of rights that are most frequently exercised.
Your right of access
The right of access, commonly referred to as subject access, gives individuals the right to obtain a copy of their personal data as well as other supplementary information. It helps individuals to understand how and why we are using their data, and check we are doing it lawfully.
Right to erasure
Individuals have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.
Right to object
Individuals have the right to object to the processing of their personal data at any time. This effectively allows individuals to stop or prevent an organisation from processing their personal data.
An objection may be in relation to all of the personal data that is being processed about an individual or only to certain information. It may also only relate to a particular purpose an organisation is processing the data for.
The right to lodge a complaint with a supervisory authority
Individuals have the rights to complain to a local supervisory authority. The Local supervisory authority in the United Kingdom is the Information Commissioner’s Office (ICO – https://ico.org.uk/). We highly recommend that, in the first instance, you inform us of any complaint or concern you might have, as we are best placed to resolve it for you.
International data transfers
West Sussex Parent Carer Forum does NOT transfer personal data outside of the United Kingdom.
If you communicate with us, or share content with us, such as images or videos, via social media platforms, it is important that you understand that West Sussex Parent Carer Forum does not control the processing of this information. We highly recommend you review the privacy policies of these platforms to ensure you are comfortable with how they’ll process your personal data.
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Changes to this policy
West Sussex Parent Carer Forum keeps this Policy under regular review and will post any amendments or changes directly to this page. This Policy was last updated on 07 December 2020. If we make substantial changes to this policy, we will either inform you directly, or post a notice on our website to ensure you are fully informed.