Data protection
The World Association of Girl Guides and Girl Scouts (WAGGGS) is a data controller registered with the UK Information Commissioner’s Office (registration number: Z092177).
Keeping your personal information safe is very important to us. We are committed to complying with privacy and data protection laws and being transparent about how we use personal data.
We have policies, procedures and training in place to help our employees and volunteers understand their data protection responsibilities and follow the data protection principles.
We have a nominated member of staff who serves as our Data Protection Lead. If you have any questions regarding our Privacy Policy, please email dataprotection@wagggs.org
This privacy policy relates to our use of any personal information about you.
How we collect personal information
We collect and use personal information about individuals at our member organisations, supporters, employees, job applicants and volunteers for different purposes.
We may collect information about you from different sources, for example:
From you directly when you:
- Register for one of our programmes, events or meetings
- Participate in a campaign
- Donate to us
- Visit one of our World Centres
- Complete a survey
- Make an online purchase at our shop
- Undertake one of our eLearning courses
- Apply to volunteer with us
- Apply for a grant from us
- Sign up via our website to hear news from us
From other people who think that you may be interested in supporting WAGGGS
From the public domain when we think you may be interested in supporting WAGGGS
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From you when you make an application to work for us, or from third parties such as your previous or current employers so we can verify details about you
The personal information that we use
We only collect personal information that we genuinely need.
This may include:
- Contact details such as name address, email address and phone numbers
- Name of your parent or guardian (if you are under 18)
- Nationality
- Date of birth and gender
- Qualifications
- Interests
- Dietary requirements where this is required for catering
- Medical information in some circumstances
- Credit card details and any purchases you have made
- Photographs and video recordings
Our legal basis for processing personal information
We may process personal information because it is necessary for the performance of a contract to which you are a party (or to take steps at your request prior to entering a contract). For example, we may process your personal information because you have made a purchase from our online shop or made a room booking at one of our World Centres.
We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced and does not unduly impact your rights. For example, to send you information about our programmes or if you wish to participate in one of our campaigns.
We may collect and use your personal information with your consent. For example, to send you marketing emails, to take and use your photograph, to collect relevant medical information. You can withdraw consent for this at any time.
We may also collect and use personal information as required to fulfil our legal obligations as a registered charity and employer.
Usually we will only process sensitive personal data if we have your explicit consent. In extreme situations, we may share your personal details with the emergency services if we believe it is in your ‘vital interests’ to do so. For example, if someone is taken ill during one of our events.
How we use personal information
We will only use your personal information for the purpose which it was provided to us for and in ways that you would reasonably expect.
If you kindly donate to us, we will use your personal information to collect your donation and maintain a record of our supporters. Our legal basis for using your personal information for this purpose is to fulfil our legitimate interest and to raise funds for our work.
Keeping in touch
If you opt in to our mailing list we will use the information that you provide to email you information about our events, courses, campaigns and other items of interest. You can opt out or unsubscribe from receiving this information at any time if you wish. Our legal basis for using your personal information in this way is your consent.
Safeguarding
When necessary, we process relevant personal information about individuals at our member organisations, volunteers, and employees for safeguarding purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of and casework. It may be necessary to share some personal information with relevant authorities such as the police. Our legal basis for this processing is to meet our legal obligations.
Cookie Statement
General information regarding cookies in this policy is provided in line with guidance from the Information Commissioner’s Office (ICO). Specific information regarding how the World Association of Girl Guides and Girl Scouts (WAGGGS) uses cookies on our website in order to ensure that our site is easy to use is also provided below.
What are cookies?
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
Cookies can be either ‘first party cookies’ – i.e. the files are placed on your device by the website you are using or ‘third party cookies’. Third party cookies are issued by web services other than the website you are looking at the time, and can allow those web services to track you as you browse from site to site. Facebook and Google do this routinely, as do a number of other advertising networks.
The rules on cookies are covered by the Privacy and Electronic Communications Regulations. The Regulations also cover similar technologies for storing information, e.g. Flash cookies. The Regulations was revised in 2011, and the ICO is responsible for enforcing these rules.
How do the cookie regulations effect me?
You will come across information about cookies on our website and you will be given choices about how cookies are used.
Like all organisations that operate websites, WAGGS is responsible for providing clear information about the way in which we use cookies, and ensuring that all users are able to make the right choices, in line with their preferences.
Sharing personal information
We will only share your personal information where we are required to fulfil our contract with you, or legitimate interest, where we have your consent, or we are required to do so by law.
We may share your personal information with third party organisations who will process it on our behalf, for example a mailing house, our website administrator or printers.>
We may also share your information with our bank to process a payment; our professional advisers (such as our legal advisers) where it is necessary to obtain their advice; our pension provider; and our IT support and data storage providers.
Where required, we will process personal information to comply with our legal obligations. In this respect we may use your personal data to comply with subject access requests; tax legislation; for the prevention and detection of crime; and to assist the police and other competent authorities with investigations including criminal and safeguarding investigations.
Transferring personal data outside of the European Economic Area (EEA)
We may need to collect or send some personal information outside of the EEA, for example for programmes, events, meetings and World Centre bookings. If we transfer personal information to countries or jurisdictions which do not have a similar standard of data protection law in place, we will inform you in advance of the need to transfer the information.
Your rights
If you no longer wish to receive communications from us, please contact dataprotection@wagggs.org. You can also unsubscribe at any time to emails that we may send to you about our work and that we think will be of interest to you.
You also have the right to:
Request a copy of the information we hold about you. Requests should be addressed to dataprotection@wagggs.org. We will respond within 30 days of receiving your written request.
Tell us to change or correct your personal information if it is incomplete or inaccurate. Please contact us at dataprotection@wagggs.org
Ask us to restrict our processing of your personal data or to delete your personal data if there is no compelling reason for us to continue using or holding this information. Please contact us at dataprotection@wagggs.org
Receive from us the personal information we hold about you which you have provided to us, in a reasonable format specified by you, so that you can send it to another organisation. Please contact us at dataprotection@wagggs.org
Object, on grounds relating to your specific situation, to any of our processing activities where you feel this has a disproportionate impact on you. Please contact us at dataprotection@wagggs.org
Please note that we may be entitled to refuse requests where exceptions apply: for example, if we have reason to believe that the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Policy.
How long we keep your personal information
We will hold your personal information for as long as is necessary. We will not retain your personal information if it is no longer required. In some circumstances, we may legally be required to retain your personal information, for example for finance, employment or audit purposes.
Changes to this policy
This Privacy Policy may change from time to time. Please visit this webpage periodically to keep up-to-date with the changes in our Privacy Policy.
The Information Commissioner’s Office
If you are not satisfied with our response to any query you raise with us, or you believe we are processing your personal information in a way which is inconsistent with the law, you can complain to the Information Commissioner’s Office whose helpline number is: 0303 123 1113.
