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   

About us

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.

If you have any questions concerning this Privacy Policy or your data protection rights, please contacts us via one of the following methods.

Contact us

Address – Dove Lodge, 49 Beach Road, Littlehampton BN17 5JG

Phone: 01903 726188

E-mail: office@wspcf.org.uk

Website: www.wspcf.org.uk

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: office@wspcf.org.uk. 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.

Social Media

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.

Use of cookies by/on this website

Cookies are small text files that are placed on your computer or mobile device by websites that you visit. They are widely used in order to make websites operate properly, or work more efficiently, as well as to provide analytics or visitor-based data to the owners of the site. The table below explains the cookies we use and why.

Cookie Name Cookie Purpose
cookielawinfo-checkbox-necessary Cookie that keeps track of which cookies you approved
swpm_session Simple WordPress Membership cookie for a logged in user.
viewed_cookie_policy The viewed_cookie_policy cookie is set to “yes” when the Cookie info bar has been viewed and accepted.


How do I change my cookie settings?

Visitors to our website can change their cookie preferences at any time using browser controls. Most web browsers allow control of most cookies through the browser settings. To gain a greater understanding of cookies, including how to find out what cookies have been set on your device, visit either of these websites  www.allaboutcookies.org  or www.aboutcookies.org. (these are third party websites that we have no control over)

Find out how to manage cookies on the most popular browsers, click any of the following links:

(these are third party websites that we have no control over)

Embedded content from other websites

Pages on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website. We highly recommend you review the privacy policies of these websites to ensure you are comfortable with how they’ll process your personal data.

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.