SERV Wessex Privacy Policy

Who we are

 SERV Wessex is a registered charity (registration number 1156383), referred to as “SERV Wessex”, “we” or “us” in this policy.   We are committed to maintaining the trust and confidence of visitors to our website and those who volunteer to help us. In this Privacy Policy, we’ve provided detailed information on why and when we collect your personal information, how we use it, the limited conditions under which we may disclose it to others, how we keep it secure and your rights in relation to data protection. This policy is effective from 25 May 2018.

 


 

Legal basis for processing personal data

SERV Wessexcollects and processes volunteers’ personal data because is it necessary for:

  • the pursuit of our legitimate interests (as set out below)
  • compliance with our legal obligations (as set out below)

Legitimate Interests

The legal basis for processing volunteers’ data, is that it is necessary for the legitimate interests of SERV Wessex, including:

  • providing our service to our clients
  • protecting volunteers and other individuals and maintaining their safety, health and welfare
  • improving existing services
  • handling volunteer and client contacts, queries, complaints or disputes

Legal obligations

The legal basis for processing volunteers’ data is that it is necessary for compliance with our legal obligations, including:

  • statutory disclosure of data to third parties, e.g. vehicle insurers
  • preventing, investigating and detecting crime and prosecuting offenders, including working with law enforcement agencies
  • protecting SERV Wessex volunteers and clients, by taking appropriate legal action against third parties who are in breach of legal obligations to SERV Wessex
  • effectively handling any legal claims or regulatory enforcement actions taken against SERV Wessex

 

Under GDPR Article 9, the data processed in relation to licence conditions imposed by the DVLA due to a medical condition, is classed as a special category of personal data.  This data is processed under special condition Article 9(2) (g) Insurance

Under GDPR Article 10, the data processed in relation to criminal convictions is classed as special category of criminal convictions data. This data is processed under special condition Article 10(3) Extension of Insurance Conditions

 


 

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

 


 

Types of data we collect

 

Membership data

 

When you make an enquiry about joining SERV Wessex, we collect personal data in order to administer your enquiry.  Once your request has been processed, your data will be retained for a period of 3 months to allow us time to correspond with you, as necessary.  After this time your data will be deleted.

When you join SERV Wessex, we collect personal data in order to administer your membership.  This information includes name, address, email address and contact telephone numbers. For riders and drivers we also collect vehicle details and your next of kin details. We also ask you to confirm your advanced driving and/or riding status.

When you receive your training with SERV Wessex, we will ask you to sign a statement to confirm that you meet all the requirements set out in the SERV Wessex membership requirements document.  This statement and records of current training and assessment rides and/or drives will be retained whilst you remain a member.

When you start using SERV Wessex marked vehicles, we will ask you for further information, relating to any motoring convictions, any medical conditions disclosed to DVLA and any accidents in the last 5 years.

If you are a rider or driver, we will ask you to re-confirm monthly that you continue to comply with the SERV Wessex membership requirements, for the duration of your membership.

 


 

Website Cookies

Please see our Cookie Policy, accessible by clicking the following link: http://www.servwessex.org.uk/index.php?option=com_content&view=article&id=143&Itemid=624

 


 

Mailing Lists

When you join SERV Wessex or sign up to receive a monthly newsletter, we will seek your consent to add your email address to our account with the email automation platform Mailchimp.  We use this platform for emailing the entire membership regarding rota planning, to request or provide additional information and to send out a monthly newsletter for members and other interested parties.

 

We can access statistics around email opening and clicks, using industry standard technologies, to help us monitor and improve our service.  For more information, please see Mailchimp’s privacy notice via the following link (add link)

 

You can unsubscribe at any time by clicking the unsubscribe link at the bottom of any or our emails or by emailing  dataprivacy@servwessex.org.uk

We do not share or sell our mailing lists for marketing purposes.

 


 

Donations

When a donation is made to SERV Wessex, via our website, we use BT MyDonate, a not-for-profit online fundraising service provided by United Kingdom telecommunications company BT Group for charities in the UK.  For more information, please see BT MyDonate’s privacy policy via the following link

https://www.btplc.com/mydonate/aboutmydonate/Privacypolicy/index.aspx

 


 

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

 


 

Sharing Information

In the course of providing our service, your name, home town and telephone numbers will be shared with other SERV Wessex volunteers.  We may also have cause to share your personal information with NHS trust staff and volunteers from other blood bike charities.

In the event of an emergency, we may share your personal information, including your next of kin details, with other emergency services and/or NHS trust staff.

If SERV Wessex receives information requests from law enforcement agencies about its volunteers, for the purposes of preventing and detecting crime, prosecuting offenders, and protecting national security, SERV Wessex complies with those requests that are lawful.

We also provide information when the law says we have to, such as under our statutory obligation to our insurance companies or in response to a court order.

 


 

Data Retention

We will not retain your data for longer than necessary for the purposes set out in this Policy.

If you are not on the rota for a period of 3 months or more, we will contact you to ensure that you are happy for your data to be retained for a further 3 month period. If after 6 months we have not heard from you we will delete your details from our database.

Access to your personal information

Under GDPR, you are entitled to view, amend, or delete the personal information that we hold. Email your request to dataprivacy@servwessex.org.uk 

Contact Information

If you have any questions about how SERV Wessex uses your personal data that are not answered here, or if you want to exercise your rights regarding your personal data, please contact us by any of the following means:

- phone us on: 07017 891000

- email us at: dataprivacy@servwessex.org.uk

- write to us at: SERV Wessex, Ruby Lodge, 5 Wallis Road, WATERLOOVILLE, Hampshire. PO7  7RX

You have the right to lodge a complaint with the Information Commissioner’s Office. Further information, including contact details, is available at https://ico.org.uk.

 

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