Warwickshire Vision Support (WVS) is the operating name of Warwickshire Association for the Blind, a charity supporting adults with sight loss in Warwickshire.
We are a registered charity (1123220) and a company limited by guarantee (6511954). Our registered office is 5 Charles Court, Budbrooke Road, Warwick, CV34 5LZ
We are the “controller” for any personal data processed as set out in this Privacy Notice.
Our data protection practices are regulated by a supervisory authority. The UK Supervisory Authority under the General Data Protection Regulation (“GDPR”) is the Information Commissioner's Office (“ICO”). As a UK-based charity processing the personal data of individuals based in the UK, our supervisory authority is the ICO.
What information do we collect?
When you are referred to, and/or apply for a service from Warwickshire Vision Support; access any area of http://warwickshire.vision; access any member benefits; attend events organised by WVS; receive support from WVS staff or volunteers whether in person, over the phone or by email; respond to communications from our team; participate in surveys; request support from our helpline or central email; or cancel your membership; we may collect, store and use your personal information in line with this notice.
When you apply for a service, we ask for personal information relating to the applicant. We ask for the applicant’s first name, surname, address, contact number, email address and preferred method of communication. This is the minimum amount of information we need to be able to deal with a request for support.
We may also collect sensitive personal information relating to you and your circumstances if you receive a support service from us or ask us for very detailed advice. This might be information about your medical condition(s) for example. We need your consent to hold and use this information.
When an individual contacts us or receives support from a WVS staff member, we keep a record of these interactions and the content of that interaction whether by phone, email or in person. Recording this information is important to us to be able to provide good quality, continuous support and to help us monitor our outputs and outcomes.
People sometimes contact us providing personal information about a third party. We collect that information on the understanding that you have that third party’s permission to do so.
For individuals booking onto events organised by Warwickshire Vision Support we ask for the attendee’s first name, surname, contact number, email address, accessibility requirements and dietary requirements. This is the minimum information necessary needed to communicate information about the event and deliver an event in a way that is safe and accessible for an attendee.
When individuals attend events, we often take videos and photos. You will be asked if you opt in to consenting to your image being captured. We will make this clear to you at each and every event where your image may be captured. Any videos or photos may be used in Warwickshire Vision Support’s promotional literature; on our website http://warwickshire.vision; or social media through @WAB1911 Twitter; or through www.Facebook.com/Warwickshire.Vision.Support on Facebook. We will not associate any other personal data of yours including opinions or contact information alongside the video or photo unless you expressly consent to it. Wherever possible, we try not to make individuals identifiable through photos and videos.
When you apply to become a volunteer, we ask for personal information relating to the applicant. We ask for the applicant’s first name, surname, address, contact number, email address and preferred method of communication. We will also ask you for details of your emergency contact in the event of an accident. You will need to complete a DBS check – a copy of the front page of this document will be kept in our records.
We collect information from you for a variety of reasons, including:
to respond to your enquiry
to provide support or a service
when you fill in a form on our website
When you register your interest as a volunteer or supporter
When you apply for a job with us
How do we use your information?
By becoming a member of Warwickshire Vision Support or by accessing WVS services or volunteering for us, you agree that your personal information may be collected, stored, used and shared by us, our partners, or third parties we work with, for any of the following purposes:
to be able to provide an effective, high quality service to you and to be able to improve our service offering
to provide you with a user-friendly browsing experience when using our website and to keep our website free from malicious attacks
to ensure the safety, inclusion and convenience of attendees at events facilitated by WVS
if you have provided a service to us, to be able to process your request for payment and ensure timely payment
if you have requested support from WVS, submitted a complaint or query, to be able to address these and provide you with a timely and appropriate response and to learn from these experiences to improve our organisation’s offering to service users and volunteers
Providing ‘signposting’ services to help meet an identified need
Safeguarding vulnerable adults
to send you email notifications and updates with information relevant or beneficial to you
Supporting and managing our employees
to send you newsletters that you have opted in to receiving;
to provide you with information on how to renew your membership with WVS
to put you in touch with our partners or trusted suppliers at your request
to comply with legal and regulatory requirements such as Health and Safety incident recording for the HSE or accounting records for HMRC
to contact you occasionally in order to invite you to share your opinions and experiences of being a WVS member or volunteer and to develop case studies for the benefit of other members
to allow WVS to monitor and evaluate the services we provide and to support Impact and Evaluation research and reporting between WVS and Warwickshire County Council and our charitable donors
to notify you of updates to our Privacy Notice;
to process termination of your membership;
to uphold any of your rights under GDPR or as part of an effort to protect your privacy.
We use the information to respond to you, to inform the future contact you have with WVS and to help us understand more about who is in touch with us and why.
We do analyse and report on data about the number and nature of contacts with the organisation. These reports do not contain information which enables you or other individuals to be identified.
We may from time to time use the experiences of our members and volunteers to explain the scope and impact of the support we provide. In these circumstances we will either anonymise any personal/identifying information or we will obtain full consent from you to use your information.
Storage of Information
Wherever possible, we aim to minimise the amount of data held as a hard copy by using electronic systems as the default option for most processes. In 2018 we will be migrating to a new database to reduce the amount of paper documents. Where it is not possible to do this or where an individual has preferred to give us their personal data through a hard copy, we keep hard copies of personal data in a locked cabinet at the WVS office. Only WVS staff have access to these records.
Where we have sought your consent, for example for us to capture your image through photos or videos, we will keep a record of this on our database along with the time, the method of consent and what you consented to. We will also keep a record of any changes or updates to your consent. We are required to do this by law as of 25 May 2018.
Personal information relating to referrals, membership, communication preferences, access requirements, interactions with our staff and events is stored on our database at the office and on secure servers based within the European Economic Area (“EEA”). Only WVS staff members have access to this database. Staff are forced by the system to change their passwords regularly and use two-factor authentication when accessing the database from a new device.
Our website is hosted on secure servers within the EEA. As it is possible that someone could access the website from outside the UK, we do not host personal information on the website in order to minimise transfer of personal data outside the EEA.
Financial information is processed internally by the WVS finance team.
If at any point we become aware of a breach of data, we will risk assess the severity of the situation. If we determine that the breach is likely to result in high risk to your rights and freedoms, we will communicate the breach to you without undue delay and report the breach to the ICO as part of our legal obligation. Any data processors that we have arrangements with will be required by contract to inform us of any breaches they become aware of that relate to your personal data, as soon as they become aware.
Legal Basis for Processing Your Information
Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. We will collect personal information from you only (i) where we have your consent to do so, (ii) where we need the personal information to deliver a service or fulfil a contract with you (iii) where the processing is in our legitimate interests and not overridden by your rights, or (iv) where we have a legal obligation to do so (2014 Care Act)
Our legal basis for holding your data on the Sight Register can be found in the Care Act 2014 and the Care and Support (Sight-Impaired and Severely Sight Impaired Adults) Regulations 2014
Section 77(1) of the Care Act 2014 requires local authorities to establish and maintain a register of adults who are ordinarily resident in their area who are sight impaired or severely sight-impaired.
Section 77(2) enables regulations to specify descriptions of persons who are, or are not, to be treated as being sight-impaired or severely sight-impaired for this purpose. The instrument makes provision accordingly.