1.      About this Privacy Policy

2.      Our legal basis for collecting personal data

3.      What data do we collect?

4.      What we do with the data we process

5.      Your rights in relation to your personal data

6.      Security

7.      Web browsing and Cookies

8.      Links to other websites

1.   About this Privacy Policy

1.1       This privacy policy sets out how Westbank Community Health and Care (‘Westbank’) processes personal data (that is, information about an individual or by which an individual can be identified) that we collect in the course of our lawful activities, in accordance with the Data Protection Act 2018, the UK General Data Protection Regulation and any related or subsequent legislation or regulations (the ‘Data Protections laws’). Westbank is a charitable company registered with company no. 06243811 and charity no. 1119541, with its registered office at Westbank, Farm House Rise, Exminster, Exeter EX6 8AT, 

1.2       This policy has been put in place to protect your rights under the Data Protection laws, and it is important that you understand what we do with your data and agree to this. If you have any questions about this policy, you can call us on 01392 824752 or write to us at the above address or [email protected], marked for the attention of the Data Protection Officer. In some cases, we may require that you submit your request in writing.

1.3       Your principal rights under the Data Protection laws are:

·         The right to access;

·         The right to rectification;

·         The right to erasure;

·         The right to restrict processing;

·         The right to object to processing;

·         The right to data portability;

·         The right to complain to a supervisory authority; and

·         The right to withdraw consent.

See also section 5, below,

1.3       Westbank is the ‘data controller’ for the purposes of this policy, unless stated otherwise. We are committed to ensuring that your privacy is protected and this policy extends to the processing of your data by our staff, trustees, volunteers and anyone processing data on our behalf. Any personal data collected by Westbank will only be processed in accordance with this policy. References to the processing of information includes the collection, use, storage and protection of data.

This policy was reviewed in February 2024.

2.   Our legal basis for collecting personal data

2.1       Organisations are permitted to process data if they have a legal basis for doing so. Westbank processes data on the basis that:

·         Express and informed consent has been given by the person whose data is being processed; and/or

·         Westbank has a legitimate interest in processing data; and/or

·       It is necessary in relation to a contract or agreement which the person has entered into or because the person has asked for something to be done so they can enter into a contract or agreement; and/or

·        Westbank has a legal obligation to process data.

2.2       The legal basis for processing your data will depend on the purpose for which it was collected or is retained. Where Westbank is relying solely on consent as the basis for processing data, we are required to obtain your explicit consent and you can modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which we are able to provide services to or interact with you.

2.3       Each person’s personal data belongs to them, whatever their age, but children’s data has to be protected particularly carefully. Where a child (someone under the age of 18) who is over the age of 13 has the mental capacity to have some understanding of the decisions being made about their data and their rights, they should be included in any such decision and where consent is required, theirs should be obtained.

2.4       Westbank may change this policy from time to time and any such changes will be published on our website. Notwithstanding any change to this policy, we will continue to process your personal data only in accordance this policy, our legal obligations and, where you have communicated them to us, your preferences.

3.      What data do we collect?

3.1       We collect the data necessary for Westbank to pursue its charitable objectives; providing support to those in need by reason of age, infirmity or ill health and to their carers and to promote social welfare and to relieve hardship in accordance with our charitable objects. This includes the effective running of Westbank through its staff, trustees and volunteers, communicating with beneficiaries, carers and their families, supporters and other stakeholders, running programmes, events and activities and raising funds and awareness about our work. Data collected and processed may include, but not be limited to information in electronic or hard copy format such as:

  • Names, job titles, contact information such as telephone numbers, email and postal addresses;
  • Information necessary to receive or make payments, whether to or from donors, staff or others;
  • Information regarding beneficiaries, subscribers, supporters, stakeholders and others relating to service provision, donations, participation in activities or attendance at events, administration and other engagement with us, such as is relevant and necessary in order for us to provide services to those who engage with us, carry out our activities, charitable purposes and legal obligations;
  • Information necessary to keep children and vulnerable people safe from abuse;
  • Photographs or video which may, where necessary permission is obtained or not withheld, be used for marketing or promotional purposes;
  • Such other information as may be relevant and necessary for Westbank to employ staff, work with volunteers and advisors, partner with other organisations, hold events, run its programmes and activities, and promote and publicise its work.

3.2       If and to the extent that any of this data includes special category data, such as information about health, ethnicity, faith, political affiliation or sexual orientation, additional safeguards may apply.

3.3       We may collect data when you contact us through our website or by other means, apply for assistance, subscribe for updates or newsletters, make a donation, attend an event or otherwise engage with us. We may also receive data from healthcare professionals or other organisations providing support to beneficiaries and which are partnered with us and we may also collect data from other publicly available sources in the legitimate furtherance of our charitable objects. In some instances, data may be shared with us as a ‘data processor’, in which case we are obliged only to process such data as directed by the party sharing it with us. 

4.      What we do with the data we process

4.1       Westbank uses the data collected to maintain accurate internal records of beneficiaries, participants in programmes and activities, donors and donations, event attendees, of staff and volunteers and others who engage with us. These records facilitate our activities, as described above, and data may be processed and viewed as is necessary by staff, trustees, volunteers and others working with us in the course of these activities (all of whom work in accordance with this privacy policy).

4.2       We will only retain data for as long as is reasonable and necessary for the purposes for which the data was collected and permitted in law. This may include where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, for example for Safeguarding purposes.

4.3       You, as the data subject, may request deletion of your data at any time in writing, subject to any overriding legal basis or requirement for its retention by Westbank. We may still keep a limited amount of data on a suppression list to avoid unintentionally making unsolicited contact with you in future.

4.4       We will only share your data with trusted third-parties where necessary to meet our charitable objectives and in furtherance of our activities, and only once we are satisfied that they will protect the privacy and security of your data to the same high standard that we do in applying this policy. These might include project partners, including those with which we have a formal association (such as Devon Carers, Healthier Devon and Living Well Taking Control), online or electronic payment platforms, cloud-based data management and storage systems and email communications platforms used to assist us in our work. In addition, we will share information with regulatory authorities, such as HMRC or those involved in safeguarding, in line with our legal obligations and to protect the welfare and safety of individuals.

4.5       Financial transactions relating to our website and services are handled by our payment services providers, Stripe, GoCardless and Paypal. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers' privacy policies and practices at:

·         Stripe (URL https://stripe.com/gb/privacy)

·         GoCardless (URL https://gocardless.com/legal/privacy/)

·         Paypal (URL https://www.paypal.com/ie/webapps/mpp/ua/privacy-full)

4.6       If we have to transfer data share your data outside of the European Economic Area, we will only do so if we are confident that the recipients of such data adhere to the same high standards that we do when processing data and protecting its privacy and security, and we will implement appropriate legal and technical safeguards to ensure this as far as possible.

4.7       We may from time to time contact you by email, post, text or telephone to tell you about our activities and other matters related to the services we provide to the community which we think may be of interest to you and, where required, only after requisite consents have been obtained. If you would rather we did not contact you, please let us know in writing.

5.      Your rights in relation to your personal data

5.1       You may request details of personal information which we hold about you. A small fee may be payable if an information request is particularly onerous. Any such request must be submitted in writing and will be responded to in accordance with our legal obligations.

5.2              You may choose to restrict the collection or use of your personal information, but this may inhibit or limit the way in which Westbank is able to interact with you. You may, at any time, change your mind about what information we hold about you, or if we continue to hold it at all, subject to any legal obligation we have to retain your data. We will not share your personal information with third parties, except as stated above, unless we have your express permission or are required by law to do so.

5.3       You are responsible for the accuracy of data you have provided to Westbank. If you believe that any information we hold about you is incorrect or incomplete, please write to us as soon as possible. We will promptly correct any information found to be incorrect.

5.4       You can obtain further information about Data Protection and privacy laws by visiting the Information Commissioner’s website at: https://ico.org.uk/for-the-public/.

6.      Security

6.1       We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data we process. Persons processing data on behalf of Westbank do so in accordance with this policy and on the basis that the we are satisfied that they can and will adhere to our high standards for data protection and security.

6.2     The transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent in this way. You are responsible for keeping confidential any password or security information that you use for accessing our systems or services; we will not ask you for your password (except when you log in to our systems or services).

7.      Web browsing and Cookies

7.1       A cookie is a small file which asks permission to be placed on your computer's hard drive. The file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

7.2       You can choose to accept or decline certain cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

7.3       We may use traffic log cookies to identify which pages are being used to help us analyse data about web page traffic and improve our website in order to tailor it to visitor needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

7.4       Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

7.5       We may also collect and store information about your browsing device, including, where available, your IP address, operating system and browser type, together with certain anonymous statistical data about your browsing activities and patterns which does not contain any personal data.

8.      Links to other websites

8.1       Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.