Data Protection Policy
Hill Holt Wood (HHW) Privacy Notice
HHW takes your privacy seriously. We are a “controller” of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.
What we need from you
When you participate in an event, sign up to join our Study Programme, book a wedding/burial/bespoke event, ask us to provide architectural services, enroll as a volunteer, enroll on our Hill Holt Health Programme, apply to work for HHW or engage in contracts with HHW we may ask you for, or you may provide us with, some or all of the following personal information:
(Education): learner name, DOB, home address, email address, landline and mobile numbers, medical conditions/allergies, learning/physical disabilities, medical appointment cards and letters/NHS reference numbers, criminal records/convictions, education history (previous schools and prior attainment), NI number, EHCP, personal information relating to SEMH/Wellbeing/risk assessments, ULN, religion, nationality, ethnic background, gender, sexual orientation, bank details, benefit entitlement, next of kin/parent/carer details; next of kin name, home address, landline and mobile numbers, email address, occupation, parent/carer name, home address, landline and mobile numbers, email address, DOB, NI number, benefit entitlement, DWP reference number, bank details, occupation
(Events/weddings/burials): deceased’s name, DOB, DOD, cause of death, place of death, date of death, death certificate number, date of registration of death, registrational district, burial plot number, next of kin details; next of kin name, home address, landline and mobile numbers, email address, occupation
(Design HHW): client name, home address, project address, landline and mobile numbers, email address, occupation, photos of clients, photos of project, job reference number
(Growing Up Green): volunteer name, home address, landline and mobile numbers, DOB, learning/physical disabilities, medical conditions/allergies, occupation, nationality, ethnic background, gender, religion, sexual orientation,
professionals’ health reports, NHS/GP reference number, healthcare plans, next of kin details; next of kin name, home address, landline and mobile numbers, email address, occupation
(HR): staff name, DOB, home address, landline and mobile numbers, email address, photo ID (e.g. passport, driving licence), proof of address (e.g. bank statements, utility bills), NI number, employment history and references, next of kin details (see above), P45, current and previous qualifications/certificates, job application form, interview question & marking sheet
(Board Members) trustee name, home address, email address, landline and mobile and work numbers, DOB, occupation
If you do not provide us with all of the personal information that we need this may affect our ability to offer you our services.
Why we need your personal information
We need to collect personal information so that we can manage your relationship with us and comply with our legal obligations (Companies House, Safeguarding legislation, Right to work in the UK, The Equality Act 2010). Our Lawful Basis for collecting the data are:
Consent of the data subject
Necessary for the performance of a contract with the data subject
For compliance with a legal obligation
For the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject
We may use your personal information in the following ways:
(Education) enrolment of new students, for payment of educational bursary, allocation of free school meal entitlement, formal consultation for provision of students with EHCPs
(Events) booking of weddings/events/burials, ongoing liaison with clients for the facilitation of booked events.
(Design HHW) client information to provide architectural services, enrolment of volunteers.
(Growing up Green) recording statistics to report back to Big Lottery Fund (funding provider) in line with project funding guidelines, enrolment of volunteers.
(Hill Holt Health) enrolment of new participants/volunteers
(Finance) Safeguarding/Child Protection, right to work in the UK
(Employment process) Trustee information to submit to Companies House and the Charity Commission
(HR) Personnel files
We also process personal information in pursuit of our legitimate interests to:
– Provide you with news and updates about the activity of HHW, opportunities to get involved with Growing Up Green and upcoming events.
– Raise awareness of HHW’s activities by capturing photos, videos, or live streaming at events. We will use this for promotion, education and development purposes.
– Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.
– Undertake research.
Other uses of your personal information
We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining: how we will use your information for these purposes and whom we share your personal information with.
We may also share personal information with professional and legal advisors for the purpose of obtaining advice.
Third party suppliers with access to personal data
HHW may use third party suppliers to provide services. These suppliers may process personal data on our behalf as “processors” and are subject to contractual conditions to only process that personal information under our instructions and protect it sufficiently. In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
We may transfer your personal data to some of the following third parties:
Schools/Colleges, Youth Offending Service, Addaction, Social Services e.g. Early Help, Social Care, Support Workers, Local Authority e.g. County Council, Probation Officers, Supported Accommodation providers, Government e.g. MIAP, DWP, Jobcentre, Medical professionals, Parents/Carers, Funeral Directors, Employment & character references from other companies/individuals.
How we protect your personal information
Your personal information is accessed by our administrators and any other relevant staff members only for the purposes set out above. It is stored by HHW in password protected computers and locked filing cabinets.
How long we keep your personal information
We only keep your personal information for as long as necessary to meet our statutory requirements and provide you with membership services. Unless you ask us not to, we will review and delete your personal information after 3 years.
You have a right to:
– Change your communication preferences or restrict the processing of your personal data for specific purposes.
– Request that we correct your personal data if you believe it is inaccurate or incomplete.
– Request that we delete your personal information although in some circumstances there will be data that we need to keep for example when we are required to by law or to fulfill contractual obligations.
– Access the personal data that we hold about you through a “subject access request”.
You can contact us at:
firstname.lastname@example.org or at Hill Holt Wood, Norton Disney, Lincolnshire LN6 9JP
If you are in anyway dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk