Walsall Eyes ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information.
Information We Collect
We may collect and process the following information:
- Personal Identification Information: Name, telephone number, email address, and physical address.
- Technology Information: Information on what technology or other aids a member has.
- Medical Information: Limited medical information such as allergies and life-changing medications, as well as details on eye conditions.
How We Use Your Information
We use the information we collect for the following purposes:
- To Contact Members: Communicating with members about events, campaigns, general updates, and welfare checks.
- To Facilitate Transport and Home Visits: Using addresses to organize transportation to and from events or meetings, and to conduct home visits.
- To Recommend Technology and Aids: Using information about technology and aids to provide recommendations through our Tea And Tech service.
- To Manage Medical Emergencies: Storing medical information to assist in emergencies occurring during Walsall Eyes events or meetings and to recommend appropriate technology or adaptations based on eye conditions.
- To Signpost to Other Supporting Organizations: With the member's agreement, using personal data to refer members to other supporting organizations that may offer additional assistance.
In situations where members and directors of Walsall Eyes communicate both personally and professionally using email or social media, it will always be made clear whether the communication is on behalf of Walsall Eyes. This will be indicated either by the communication coming from an official Walsall Eyes email address or by using an email signature stating that the sender is acting on behalf of Walsall Eyes.
Legal Basis for Processing
We rely on the following legal grounds to process your personal information:
- Consent: When you have given us explicit consent to process your information.
- Legitimate Interests: When processing is necessary for our legitimate interests, provided these are not overridden by your rights and interests.
Sharing Your Information
We do not share your information outside of Walsall Eyes without your express permission. The only exception to this is if a member is subject to a safeguarding concern that necessitates the involvement of a third party to ensure the member's safety and/or wellbeing. In such cases, we will take appropriate steps to involve the necessary third parties while safeguarding the member's privacy to the extent possible.
Data Security
We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. Contact details are stored in the cloud on a reputable service protected by a master password. Only named individuals have access to this data. Directors unable to access information digitally may hold a paper copy of telephone numbers with the member's consent.
Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected and to comply with legal requirements.
Your Rights
You have the following rights regarding your personal information:
- Access: Request access to the personal information we hold about you. Requests can be made via email, our website, or in person for those unable to communicate via email or use the website.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information.
To exercise these rights, please contact us at enquiries@walsalleyes.org.uk or visit us in person.
Digital Privacy
- Website and Framework: Our website, walsalleyes.org.uk, is hosted on a third-party web hosting service and uses the Drupal web framework.
- User Data: Registered users must provide a username, password, and contact email address. This information is visible only to site administrators and is protected according to the policies of our web hosting service and Drupal.
- Third-Party Policies: Any data you provide to walsalleyes.org.uk is also subject to the privacy policies of our web hosting company and Drupal. In case of conflicts, the policies of the web hosting company and/or Drupal will take precedence.
- User Responsibility: Registered users are responsible for setting and managing their own passwords, ensuring they are unique and not linked to other accounts. Users must also maintain their own contact details and manage related settings such as newsletter subscriptions and social media feeds.
- Posting Personal Information: Any information you choose to post on our website or social media feeds that may compromise your security or privacy is done so at your own risk. Walsall Eyes is not responsible for any such risks or potential consequences.
- Hard Copies: Hard copies of this Privacy Policy are available upon request for those who cannot access it electronically.
Changes to This Privacy Policy
If the way in which we use your data changes, we will inform you. We may update this Privacy Policy from time to time. We will notify you of any significant changes by posting the new policy on our website and updating the effective date. Hard copies of the updated policy can also be made available to those who are unable to access it electronically.
New Members
All new members will be made aware of this Privacy Policy.
Data Controller
Walsall Eyes is the data controller responsible for your personal information.
Data Protection Officer
As we are not required to appoint a formal Data Protection Officer (DPO) under GDPR, you may contact us directly with any data protection concerns.
Data Breach Procedures
In the unlikely event of a data breach affecting your personal information, we will notify you and the relevant authorities as required by UK GDPR.
International Data Transfers
We do not currently transfer personal data outside the UK. Should this change in the future, we will ensure that any international transfers comply with UK GDPR and that adequate protection measures are in place.
Children’s Data
We do not knowingly collect personal data from individuals under the age of 18. If you believe we have collected such data, please contact us to have it removed.
Complaints
If you have a complaint about how we handle your personal data, please contact us directly at enquiries@walsalleyes.org.uk. We will always strive to resolve your complaint internally. If you are not satisfied with our response, you can escalate your complaint to the Information Commissioner’s Office (ICO).
Contact Us
If you have any questions or concerns about this Privacy Policy, please contact us at:
Walsall Eyes
Email:
enquiries@walsalleyes.org.uk
Website:
https://www.walsalleyes.org.uk
Document History
0.1 - Produced by Craig Bates on 02/08/2024. This is the initial draft.
Changes Since Last Version
This is the initial draft of the Privacy Policy.
Effective Date
Effective Date: 02/08/2024