Leeds Wood Recycling (LWR) Privacy Policy

Introduction

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data and keep it safe.

We hope the following sections will answer any questions you have but if not, please do get in touch with us.

We take your data very seriously and so will continue to review our activities in this area and update the policy as necessary. Please check this occasionally as it could change from time to time.

What does the law say?

The law on data protection sets out a number of different reasons for which an organisation may collect and process your personal data, including:

Consent

In specific situations, we can collect and process your data with your consent. For example, if you wish us to contact you about an order, a job, a collection, a course, volunteering etc.

Contractual obligations

In certain circumstances, we need your personal data to comply with our contractual obligations. For example, if you join us as a staff member, volunteer or course participant, we need to gather information about your skills and personal details in order to support you in your role with us. In order to deliver our service to you or to enable you to attend an event we will need to contact you to ensure that this obligation can be fulfilled.

Legal compliance

If the law requires us to, we may need to collect and process your data.

For example, we can pass on details of people involved in fraud or other criminal activity affecting Leeds Wood Recycling to law enforcement.

Where we rely on our legitimate interest

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our organisation and which does not materially impact your rights, freedom or interests.

For example, we may write/email/phone you to inform you of LWR news and events that we feel are relevant to your role with us and may be of interest to you.

You can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.

When do we collect your personal data?

We will collect your personal data in a number of ways including, but not limited to:

When you join us as staff or a volunteer.

When you participate in one of our woodworking courses.

When you attend events hosted by LWR.

When you contact us by any means with questions, information requests about wood sales and collections etc.

When you’ve given a third party permission to share with us the information they hold about you.

We will ensure that this information is processed in a lawful manner and is only used for relevant and necessary purposes.

 

What sort of personal data do we collect?

Volunteers and staff:  your name, address, provided positions and email addresses, telephone number of yourself and an emergency contact, personal details such as medical details, criminal convictions, role details, areas of skills, agreed staff member/volunteer profile.

Course and event participants: your name, address, email, phone numbers of yourself and an emergency contact, skill set, feedback.

Shop customers: name, email address and phone number

Collections team contacts; those who we collect timber from: – name, address, email, telephone number

 

How and why do we use your personal data?

We keep your data to fulfil our contractual obligations to you; for legitimate business interests and to maintain the safety of our staff, volunteers and customers; to send you survey and feedback requests to help guide and improve our work in the sector. For staff members, volunteers and course and event participants we will do this as part of providing our service to you.

We will only share your data with third parties with permission and if we are working with them to deliver services or events and only if it is absolutely essential in order to allow you to attend that event. We have agreements with all event partners to ensure that they are also GDPR compliant in how they manage your data.

We will ensure that your data is kept secure and take all appropriate steps to protect it.

We will put in a place a range of measures and data security protocols to ensure that your data is kept safe and secure, including keeping all data password protected.

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected. Timescales can be found on our GDPR Register.

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.

 

Who do we share your personal data with?

We will only share your personal data with trusted third parties, if we have your permission to do so. We will tell you who these third parties are if we are sharing personal data with them. These may include, for example, event partners, contractors working with LWR to deliver our services, organisations that have provided funding to allow.

We provide only the information they need to perform their specific services.

They may only use your data for the exact purposes we specify in our contract with them.

We work closely with them to ensure that your privacy is respected and protected at all times.

If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.

Examples of the kind of third parties we work with are:

IT companies who support our website and other business systems.

Operational companies such as event management companies.

For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.

We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our staff, volunteers and course participants into consideration.

How we protect data

We recognise that the internet is not a 100% secure platform for communication and accordingly, we cannot guarantee the security of any data you send to us (or we send to you) via the internet. We are not responsible for any damages which you, or others, may suffer as a result of the loss of confidentiality of such information.

We take every precaution to safeguard your information. All personal data stored by us is kept in a secure environment. The computer on which work is conducted on is password protected.

The risks of a breach are minimal due to the precautions mentioned above being taken and close monitoring is undertaken to ensure security systems are always up to date. Breaches will be identified, reported, managed and resolved according to the ICO guidelines.

Please see table below to see how we manage your data.

 

What are your rights over your personal data?

You have the right to request:

Access to the personal data we hold about you, free of charge in most cases.

The correction of your personal data when incorrect, out of date or incomplete.

That we stop any consent-based processing of your personal data after you withdraw that consent.

You have the right to request a copy of any information about you that LWR holds at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact: Data Protection Officer, Leeds Wood Recycling, Unit 6, 24 Croydon Street, Holbeck, Leeds, LS11 9RT

If we choose not to action your request we will explain to you the reasons for our refusal.

 

Your right to withdraw consent

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.

 

How you can help us protect your data

Please bear in mind that whenever you willingly divulge personal data online in non-protected situations – for example on message forums, through email, or in chat spaces – that data can be collected and used by others. In short, if you post personal data online that is accessible to the public, you may receive unsolicited communications from other parties in return. Also remember to close your browser window when you have finished using the computer. This is to ensure that others cannot access your personal data and communications. If you share a computer with someone else or are using a computer in a public place like a library or Internet café, we cannot confirm or warrant the security of any data you communicate to us and you do so at your own risk. Once we receive your communication, we make our best effort to ensure its security on our systems.

 

Checking your identity

To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice. If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.

Cookies, what they are and how this affects you

A cookie is a small text file which is downloaded and stored on your computer or mobile device by websites that you visit. Your browser accesses the cookie file only when you visit the website that produced it.

The information stored within any given cookie can only be accessed by the website that created it and cookies are limited to communicating only the information that you have disclosed to the site.

We do not have cookies on our website. However, by using social networks, for example sharing products and content with your friends via social networks like Twitter and Facebook, these companies may set a cookie on your computer memory. Find out more about these here:

 

Contact Information:

 

Data Protection Officer

Leeds Wood Recycling

Unit 6

24 Croydon Street

Holbeck

Leeds

LS11 9RT

Tel: 0113 450 5275

Email: leedswoodrecycling@gmail.com 

 

Contacting the Regulator

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling 0303 123 1113.

Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can’t be responsible for the content of external websites)

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence. Details can be found in Section 16.

 

Last updated 17.5.21

 

GDPR Register                                        May 2021

Who What we keep Where Why How long?
Staff Name, address, phone numbers, email addresses, next of kin details, medical information, criminal conviction details and information from probation. Role details, areas of skills, agreed staff member profile. Hard copy, locked away in secure cabinet and locked room. Seen only by the Manager, Head of Finance and Volunteer Coordinator. We need this to fulfil our contractual obligations and meet criteria for the safety of all our staff and customers. For 6 years after a person leaves LWR

in line with government guidance and HSE

*
Volunteers Name, address, phone numbers, email addresses, next of kin details, medical information, criminal conviction details and information from probation. Role details, areas of skills, agreed volunteer profile. Hard copy, locked away in secure cabinet and locked room. Seen only by the Manager and Volunteer Coordinator. We need this to fulfil our contractual obligations and meet criteria for the safety of all our volunteers and customers. For 6 years after a person leaves LWR

in line with government guidance and HSE

*
Customers who buy from us Your name, email address and telephone number

Address is being delivered

 On our POS system and which is password protected. Accessible only to designated staff and volunteers We need this for legitimate business interests, so that we can contact you about your order. Maximum 5 years from last contact
Customers we collect wood from Name, address, email address and telephone number On a hard drive which is password protected. Accessible only to designated staff and volunteers. We need this to fulfil our contractual obligations with you Maximum 5 years from last contact
Participants of courses and events Name, address (if funded provided), email address, telephone numbers, necessary medical information, details of next of kin; skill set, feedback. On a hard drive which is password protected. Accessible only to Manager and Volunteer Coordinator. We need this to be able to contact you to fulfil our course and event obligations. We may need address details to fulfil funding criteria (you will be told if this is the case). For 5 years after you have completed the course/event.
People who access our website Nothing N/A We don’t use cookies N/A
People who use our social media sites We don’t keep anything but by using social networks, for example sharing products and content with your friends via social networks like Twitter and Facebook, these companies may set a cookie on your computer memory. Find out more about these here:
Google suite services, which we use for all our email and internet use is fully compliant with GDPR

 

More information can be found on our Privacy Policy. Please ask Sam, our Data Protection Officer, if you would like a copy.