Privacy Policy

What is a privacy policy?

A privacy policy is a document that explains how an organisation handles any customer, client or employee information gathered in its operations.  

At Watford Workshop, we are committed to keeping the trust and confidence of everyone who comes into contact with us and thereby ensuring your privacy is protected. 

We record personal data when our website is visited or if our services are used.  This privacy policy explains:

  • What information we collect
  • Why we collect it
  • What we do with it
  • How this is stored
  • When we may share it with others
  • How information is accessed and updated.

Watford Workshop adheres to the General Data Protection Regulations: May 2018. 

Why do we collect personal data?

We collect your data to be able to conduct business with you and our funders.  This enables us to carry out our legal obligations as a business determined by HMRC and to be able to fulfil any contract with you.  We also require this information to understand your needs and provide you with a better service and in particular for the following reasons:

  • Responding to customer/client enquiries.
  • Information relating to our clients.
  • Internal record keeping.
  • We may use the information to improve our services.

So, to summarise: when our website or services are used, they agree that we store and process personal data. The way we do that are explained in this policy – it is a guide for us to follow too and we take it very seriously.

What is in this policy?

Here is a more detailed list of things about in this policy:

  • who we are
  • what types of information we collect
  • how we will use the information
  • how and when we share information with others
  • how long we will keep the information
  • access to personal information
  • updating preferences and stopping communication from us
  • making changes to personal information
  • how we store the information
  • following links to third party websites (we’ll explain these too)

Changes to this policy

This policy may change, but we will always have the latest version available on our website. If there are any major changes, we will add a notice on our website. This policy was last updated on 6th August 2019.

Who we are

We are Watford Sheltered Workshop (Company Registration No. 753764). Registered Charity Number: 229947.

Watford Sheltered Workshop is registered as a data controller with the Information Commissioner’s Office under the Data Protection Act 1998 and our registration number is ZA237216.

What types of information do we collect?

Non-personal information

This type of information does not tell us who anybody is, but it does help us to improve our services.

Personal information

This means any information that may be used to identify a person, such as name, telephone number, postal and email addresses, and bank details if supported financially.  

How do we collect this information?

We collect information when people do things such as:

  • fundraise on our behalf
  • donate to us
  • add Gift Aid to a donation
  • website enquiry forms
  • request a quote or place an order for our services
  • other information relevant to customer requirements

This may include, but is not limited to, your name, address or business address, email and telephone/mobile contact numbers, bank account details and debit/credit card details.

How we use your information

Rest assured, our intentions are always good. We collect personal information because we need it to help us fulfil requests, keep in touch, and offer communications that are relevant:

  • providing any information or services that have been requested
  • processing financial transactions such as donations or setting up a Direct Debit. This includes processing Gift Aid with HMRC if relevant
  • keeping a record of any communication, for example emails and phone calls
  • keeping a record of other interactions too, such as requests for leaflets or attending an event
  • managing and improve how we communicate – how people prefer to be contacted, and what information is wanted. We will contact people about our events, volunteering, news, information and advice as well as other ways we can be supported
  • responding to complaints or queries and look into any legal claims.

How and when we share information with others

We will not sell or rent personal information to third party organisations, and we will not share personal information for others to use in their marketing or fundraising.

We may use carefully selected companies to provide services on our behalf, including delivering postal mail, sending emails and processing credit card payments. We will only provide those companies with the information they need to deliver the relevant service, and we make sure that the personal information is treated with the same level of care as if we were handling it directly.

Legal reasons for sharing information

We will share personal information with companies, organisations or individuals outside of Watford Workshop if we strongly believe that access, use, storing or sharing of the information is reasonably necessary to:

  • meet any relevant law, regulation, legal process or lawful governmental request for example, HMRC and external financial or client auditors.
  • put in force relevant terms of service, including investigation of potential violations
  • detect, prevent or otherwise address fraud, security or technical issues
  • protect against harm to the rights, property or safety of Watford Workshop, the people we support or the public, as required or permitted by law.

We know that legal details can be confusing. If any of the above does not make sense, get in touch and we will be happy to clear up any confusion – it is quite important to know what this all means.

How we process and store your data

Watford Workshop has a Data Protection Policy that is strictly enforced and staff are regularly trained on this.  We regularly review who has access to information that we hold to ensure it is only processed by those with a requirement to view the data in their role at Watford Workshop.  We ensure there are appropriate technical controls in place to protect stored personal details and our network is protected and checked often.  Any paper copies are stored in locked filing cabinets. 

We regularly review the information that we hold, and delete anything that is no longer required.

How long we store your data

Commercial Customers – We are required to store your data for 7 years following our termination of any contract with you i.e. the date of the final invoice that was sent to you.  This retention period is determined by HMRC tax regulations.

Client Data – We are required to store your data as required by our funders.  This retention period is also determined by our funders.

Controlling your personal information and your individual rights

You may choose to restrict the collection or use of your personal information.  You may do this by contacting our Data Protection Officer (details below).

Under the General Data Protection Regulations, you also have the right to request a copy of the data we hold on you, to access, rectify, object (where marketing is concerned) and to restrict processing the information.  If at any point you believe the data we hold is incorrect, please contact our Data Protection Officer as stated below:

Linda McIntyre

Data Protection Officer

Watford Sheltered Workshop
Century Retail Park
Dalton Way
Watford

Hertfordshire

WD17 2SF

admin@watfordworkshop.co.uk

We try our best to respond to all enquiries within five working days of receiving them, and will offer a full response to all information access requests within forty working days. A small admin fee may need to be paid.

We are registered with the Information Commissioners Office (ICO) and you can complain to the ICO at the contact below if you think there is a problem with the way we are processing your data:

Information Commissioners Office (ICO)

Tel: 0303 123113

https://ico.org.uk/concerns

Updating preferences and unsubscribing

As an existing customer, volunteer, donor/supporter, client or potential client of Watford Workshop, we believe you have a legitimate interest in receiving information about the services we provide.  You have the option to opt-out or unsubscribe from this at any time by contacting admin@watfordworkshop.co.uk or clicking unsubscribe on

Making changes to individual personal information

If an individual’s personal details change, please help us to keep this information up to date by getting in touch and telling us:

admin@watfordworkshop.co.uk

Website cookies

Our website www.watfordworkshop.co.uk uses Cookies (a small text file that is downloaded onto ‘terminal’ equipment i.e. computer, smartphone or tablet) when a user accesses a website.  It allows the website to recognize that user’s device and store some information about the user’s preferences and actions.  The table below explains the cookies we use on our website.  You are able to accept or not accept cookies on our site.  We do not use cookies for personal profiling.  To find out more about website cookies, visit www.allaboutcookies.org.

Google analytics

This website uses Google Analytics to help analyse how users use the site – standard Internet log information and visitor behaviour information in an anonymous form. The information generated by the cookie about your use of the website (including IP address) is transmitted to Google. This information is then used to evaluate visitors’ us of the website and to compile statistical reports on website activity.

We will never (and will not allow any third party to) use the statistical analytics tool to track or to collect any Personally Identifiable Information (PII) of visitors to our site. Google will not associate your IP address with any other data held by Google. Neither we nor Google will link, or seek to link, an IP address with the identity of a computer user. We will not associate any data gathered from this site with any Personally Identifiable Information from any source, unless you explicitly submit that information via a fill-in form on our website.