LWL Data Protection Privacy Statement
LWL and Willow Traders is committed to respecting the privacy, and protecting the personal information of all individuals who share their information with us in the course of our work as well as individuals who use our website, communications and social media channels, in compliance with the EU General Data Protection Regulation (GDPR). This Privacy Statement sets out how we collect, use and store your personal information, (any information that identifies or could identify you). LWL and Willow Traders are committed to upholding the rights of individuals in relation to the holding of personal data. GDPR requirements for data controllers means that data must be:
- Processed lawfully, fairly and in a transparent manner
- Collected for specified, explicit and legitimate purposes
- Adequate, relevant and limited to what is necessary
- Accurate and, where necessary, kept up-to-date
- Retained only for as long as necessary
- Processed in an appropriate manner to maintain security.
2 WHO WE ARE
We are a Charitable Enterprise, selling quality used furniture, household and clothing to raise funds for Longford Women’s Link (LWL) which has been providing services including Domestic Violence Support, Counselling, Training & Education, Childcare and local/national advocacy of community issues for the last 21 years.
Townspark Industrial Estate
Telephone: 043 3328558
LWL Charity No. CHY 11744
LWL Registered Charity No. 20032937
Company Registration No. 241515
3 YOUR INFORMATION – WHAT WE COLLECT, WHY AND HOW WE USE IT
Personal information collected by LWL and Willow Traders may include details such as your name, email address, postal address, telephone number and bank details (suppliers/fee paying service users). LWL and Willow Traders may also collect information from members of the public who get in touch with us, or attend one of our events. We use this information to keep you informed about other events which may be of interest to you, to help improve our services and to keep a record of our communications with you.
If you have requested information about a job or volunteering opportunity with LWL, we also collect that information so that we can fulfil your request. If you request information about one of our services or projects by phone, website, social media or in person at our centre, we collect this information so that we can make sure you receive the help/service you need.
3.1 WHAT DO WE USE YOUR INFORMATION FOR?
We use information for several purposes including:
- Advocacy and Campaigning
- Supporting the delivery of services to service users e.g. QQI Certification
- Financial procedures / Processing transactions
- Human Resources
3.2 SENSITIVE PERSONAL INFORMATION
LWL and Willow Traders takes additional precautions to safeguard sensitive information stored or processed on your behalf and treats this information with the utmost confidentiality. As per Data Protection legislation, some categories of personal information are more sensitive and can include information on people’s health, race, ethnic origin etc. We will only process this information to deal with your enquiry or for training and quality monitoring or evaluating the services we provide. We will not share your information with anybody without your express permission except in exceptional circumstances. Examples of this may include: self-harm, or threat to others or in situations of child protection issues such as physical abuse or exploitation.
4. HOW LONG DO WE STORE YOUR INFORMATION?
If you have made a financial donation to LWL, we store financial records of donations for a period of 7 years, as required by Revenue for audit purposes. If a donor has requested to have their contact details removed before this date, this financial information is anonymised.
If you have applied for an employment or volunteering role with LWL we store all applications from candidates, along with interview records for 7 years.
5. LEGAL BASIS FOR USING YOUR INFORMATION
LWL and Willow Tradersnprocesses all personal data lawfully, fairly, transparently and in line with the relevant EU GDPR legislation. LWL and Willow Traders will only use your personal information if:
- We have asked you and have a record of your express consent for us to do so;
- We have a ‘Legitimate Interest’ to do so in order to support our charitable purposes. Our use will be fair and balanced and never unduly have an impact on your rights.
- We have a contract with you that we can only fulfil by using your personal information, e.g. to send you information that you have requested or if you have signed up to participate in an event;
- We have a legal obligation to obtain information about you, e.g. we are required by law to keep records of donations that we receive for 7 years according to Revenue.
We will not unduly prioritise our interests as a charity over your interests as an individual. We will always balance our interests with your rights. We will only use personal information in a way and for a purpose that you would reasonably expect. We promise to always be open and honest with you about your information and how it is used.
5.1 WHAT THIS MEANS:
LWL operates on the basis that you are happy to stay in touch with us to find out about our work and how you can connect with us and therefore are content for us to keep and use your personal information for the lengths of time specified below. If you do not wish us to follow these general guidelines, please contact us and let us know.
We may contact you with information and updates about our services and/or ways that you might like to get involved or support us further. This may be by post, email, phone or text message, according to your preferences. We will also continue to ask whether you are still happy to hear from us and in which ways.
If you wish to opt out of our emails, which you can do via the unsubscribe link at the bottom of every email we send. You can also phone 043 332 8558 or email ManagerWillowTraders@lwl.ie to unsubscribe at any time.
You can always tell us to change your communication preferences and our use of your information at any time. You can do this at any time by phoning us on 043 3328558 or emailing ManagerWillowTraders@lwl.ie
7. KEEPING YOUR INFORMATION SAFE
LWL and Willow Traders take looking after your information very seriously and have adopted appropriate physical, technical and organisational measures to protect your personal information. Your information is stored securely on our server in Ireland, which is maintained and updated by our IT service provider CTS. Our server is protected by a Firewall Wall, and VPN security. Access to the server is via user profiled access passwords. Backups are taken nightly in a separate building to support disaster recovery and business continuity. All laptops and desktop computers are encrypted and lock automatically after being idle for 4 minutes. LWL has a processing contract in place with CTS who GDPR compliant and there In relation to hard copies of information e.g. consent forms, parental forms etc., these are stored in secure cabinets and are only accessed by the appropriate staff. We have strict agreements/contracts in place with all external service providers to ensure the highest levels of security and safety. Finally, all LWL staff must sign a confidentiality agreement prior to commencing employment with us.
8. DATA PRIVACY ONLINE
8.1 OUR COMMUNICATIONS PLATFORMS
LWL and Willow Traders works with individuals, groups, practitioners and service providers. We use our website and our social media platforms to communicate the work that we do and to share information about LWL news and events.
If you sign up for our mailing list via our website, you will from time to time receive notifications on our events, training and may also be invited to give feedback on our work.
8.2 WHAT DATA DO WE COLLECT ON OUR WEBSITE?
We do not collect any personal details about you using cookies. Any of the data or information that we gather using cookies is anonymised and only used to help us improve our website. We don’t use it for other purposes, such as donations or advertising, and we won’t share this information with others unless we are legally required to do so.
8.3 SUBSCRIBING TO OUR MAILING LISTS
If you would like to keep up to date with our work, you can subscribe our mailing lists to receive updates about our work and give your consent to be notified about upcoming events and initiatives. We use Salesforce, a third party email platform, to distribute our information.
8.4 HOW WE PROTECT YOUR PRIVACY
LWL is committed to respecting your privacy. Your data may be held within third party platforms which we use, including Salesforce and Mailchimp. All of these platforms have published up to date privacy policies to comply with the GDPR.
Access to those platforms and your data is strictly limited to relevant service managers who will have the necessary passwords.
8.5 OPTING OUT
If at any time you decide that you no longer wish to hear from us you can unsubscribe from our mailing list. At the bottom of our emails or other communication, you will be given the option to unsubscribe. When you click on this option we will remove your name from our mailing list.
You can also adjust the settings in your browser to decline cookies. This may have an impact on your experience of our website.
9. YOUR RIGHTS
9.1 RIGHT OF SUBJECT ACCESS
As part of our commitment to respecting your privacy you have the right to request details on the personal data we collect about you as you explore our website. This right includes information on who processed your data as well as when and why it was processed. You also have the right to request a copy of your personal data.
If you want to access your personal data or find out how it has been used by LWL please write to us at Willow House, Ardnacassa Avenue, Longford and include your name, contact information and details on what you would like to know. We will endeavour to respond to your request within 30 days.
Your Right of Access is among a number of individual rights provided for by data protection regulations. For more information on these rights please click here: http://gdprandyou.ie/
9.2 PERSONAL DATA AND YOUR RIGHTS
You have rights over your personal data, and you are in control of how your information is used. These rights are not absolute, and some qualifications and restrictions do apply. In summary your rights are:
- The Right to withdraw consent
- Right of access
- Right to rectification
- Right to be forgotten
- Right to restrict processing
- Right to object
- Right to refuse automated decision making and/or profiling
- Right to portability
You also have the right to seek compensation through the courts in the event that your data privacy rights have been infringed.
If you believe your privacy rights have been violated, you may file a complaint with us or with the Data Protection Commissioners Office. https://www.dataprotection.ie/docs/Home/4.htm
Contact Details for the Office of the Data Protection Commissioner
Address: Data Protection Commissioner, Canal House, Station Road, Portarlington, Co. Laois.
Telephone: +353 57 8684800 / +353(0)761 104 800 / Lo Call No. 1890 252231
Changes to your personal information or preferences:
From time to time we may contact you to ensure that the information you have provided us with remains accurate and up to date.
Should you wish to change your preferences you can do this any time:
Townspark Industrial Estate
043 332 8558
Willow Traders 2021
This policy will be reviewed annually