Privacy Policy
Introduction and Scope
Well Windsor is committed to ensuring that all personal data held by the charity is processed lawfully, fairly, and transparently in compliance with UK data protection law.
The purpose of this policy is to help you understand how we collect, use and protect personal data so that you can make informed decisions.
Who are we and why do we process personal data?
Well Windsor is a UK registered charity working to improve the mental health and wellbeing of our local school age children.
We hold and process limited personal data for the following groups:
School age children
donors
interested parties who have signed up to our newsletter
teachers and other school staff engaging with Well Windsor
trustees, volunteers or advisors to Well Windsor
suppliers to Well Windsor
We supply more detailed information in the relevant sections below on how we use and manage personal data for these groups.
We do not hold any special category data (e.g. race, religious affiliation, sexual orientation, disability status) for any of these groups.
Children
If you are a school age child taking part in our programmes we do not hold or use any of your personal data. Any such data is only held by your school and not shared with us.
We retain a record of the children’s names, school and parental consent for any images we take and have permission to use for publicity purposes.
If you take part in our Youth Voice discussion group we keep a record of your name, school, age and attendance while you are a member of the group. We do not associate any comments made with individuals. If you leave our Youth Voice group, we remove your data within 30 days.
Donors to Well Windsor
We maintain a database of current and past regular donors, including name and contact details, for the purpose of our accounts management. One off donations are managed through Justgiving.com where permission must be given before any contact details are shared with us. Where a donor wishes to have regular communications from Well Windsor, we ask them to sign up to our newsletter.
Interested parties who have signed up to our newsletter
We maintain a marketing and communication database of individuals who have signed up to receive our newsletter from our website. Consent may be withdrawn by selecting the unsubscribe option from our emails and this triggers the removal of the individual and their contact information from our database.
Teachers and other school staff engaging with Well Windsor
We hold the names and work contact details for teachers in our participating schools where they are the designated wellbeing or mental health lead for their school or are otherwise supporting our work. These details are used for the purposes of communicating about our programmes, and other support services or input from teachers on potential support services.
Trustees, volunteers or advisors to Well Windsor
We maintain a database of current trustees, volunteers and advisors to Well Windsor including name, contact details and safeguarding DBS check information where relevant to run the charity and its services. Information on past trustees, volunteers and advisors is removed after 12 months.
Suppliers to Well Windsor
If you are a supplier to Well Windsor, we will hold information that allows us to administer our contract with you. This will include contact details such as email address, a contact telephone number and banking details where appropriate.
We ask that you do not share with us any personal data for the children you may support as part of the services we are commissioning.
Our approach to safeguarding and processing your data
Regardless of whether you are a volunteer, donor, teacher or supplier we are custodians of any personal data we hold about you. We are committed to maintaining the confidentiality, integrity and availability of your data. This section outlines our approach to keeping your information safe:
disclosure of your information to third parties – we use reputable third parties to host our services, communicate to our supporters and support schools. Any personal data is only shared when strictly necessary and according to the safeguards and good practices detailed in this privacy policy
retention periods – data held and processed by Well Windsor is subject to data retention policies and processes which, where practicable, minimize the retention of data. We retain your data to comply with contractual, legislative, and regulatory obligations.We will typically retain data on our systems for 12 months after the end of a trustee term, volunteer engagement or teacher interaction, unless you have requested that the data be held for a longer or shorter period of time. At the end of this period, the data will be removed from our systems.
Information security – Well Windsor complies with industry best practice to ensure data is held securely and access is limited to only those who require it to fulfil our services. Please be aware communications over the internet, such as file transfers and emails, are not secure unless they have been encrypted.
Fundraising and marketing
We ensure that our fundraising complies with the Data Protection Act and ICO guidelines and the Fundraising Regulator guidelines including, where applicable, direct marketing and PECR, the Privacy and Electronic Communications Regulations which cover electronic marketing messages, cookies and electronic communications to the public.
We will respect the privacy and contact preferences of our donors.
Fundraising Preference Service
We will respect the privacy and contact preferences of our donors. We will respond promptly to requests to cease contacts or complaints and act to address their causes.
The use of images in our marketing
We recognise that all imagery is protected by copyright and cannot be used without the consent of the owner, usually the person who took the image. We manage consent before using images of individuals; in particular, when using or taking images of children benefiting from our programmes we work with schools to ensure consent is obtained for all the children in the image before it is used.
Our use of cookies
Well Windsor’s website uses a technology called ‘cookies’. A cookie is a small amount of data, that includes an anonymous unique identifier (session ID) that is sent to your browser from a website’s computers and stored on your hard drive, if your browser settings permit this. In simple terms there are two types of cookies:
functional cookies – these cookies ensure the proper functioning of the website (e.g. cookies that support log-in or registration) and their installation does not require your permission
non-functional cookies – these are cookies that can be used for statistical data gathering, targeting or commercial purposes and will only be applied once your permission has been provided via the cookie banner that pops up when you visit our site.
To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.
Change your consent
You can change your consent to receive communications from us at any time using the unsubscribe link on our newsletters. If you have any concerns, please contact us using the details below.
Privacy updates and contact
We regularly review our privacy policy to reflect changes in our organisation and evolving best practice. We reserve the right to amend or modify this policy at any time, please check for the latest version on our website at www.wellwindsor.org.uk.
Well Windsor’s have appointed a Data Protection Lead responsible for overseeing data protection and leading on any incident investigation and reporting. The Data Protection Lead also ensures that all staff and volunteers are provided with data protection training in line with this policy and appropriate to their role.
Our Data Protection Lead may be contacted at dpl@wellwindsor.org.uk or via an enquiry on our website. We will respond to your request or query promptly and comply with your wishes subject to applicable privacy and other legislation, and any relevant contractual terms and conditions.
If your query relates to a child enrolled in a Windsor school, please contact the school in the first instance.