Wessex Heritage Trust Privacy Policy

The Wessex Heritage Trust understands the importance of protecting personal data and preserving the privacy of all those who work for us, with us or anyone else for whom we hold personal information. We will adhere to the core principles of the General Data Protection Regulations (GDPR) and will follow the terms in this policy at all times.

Our contact details
Name: The Wessex Heritage Trust
Address: Unit 44, Basepoint Enterprise Centre, Andersons Rd, Southampton SO14 5FE
Phone Number: 02380 715446
E-mail: enquiries@wessexheritagetrust.org

The type of personal information we collect.

We currently collect and process the following information:

  • Personal identifiers and characteristics (for example, name, title, alias)
  • Contact details (for example, telephone numbers, email addresses, addresses)
  • Information pertaining to employment (for example, nationality, education/work history, academic/professional qualifications)
  • We also on some projects are required to take the details of young people for safeguarding and monitoring purposes.
  • We are also sometimes required to collect equal opportunities data with includes sensitive information such as age, gender and sexual orientation.

We will only ask for, and keep information that is essential to the purpose for which it is required minimising the amount of data we receive.

How we get the personal information and why we have it.

Personal information will only be used for its intended purpose.
Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Employment applications
  • Volunteer applications
  • Newsletter sign-ups
  • Website log-ins
  • Training sign-ups

We use the information that you have given us in order to:

  • Process employment or volunteering applications
  • Deliver training and services
  • Send e-newsletters
  • Contact you via post, email or telephone with relevant notifications

We do not sell personal details to third parties for any purpose. However, we may need to share your personal data we hold with other data controllers so that they can carry out their responsibilities to the Trust. These may include:

  • WordPress
  • Squarespace
  • Typeform
  • Eventbrite

These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting enquiries@wessexheritagetrust.org / 02380 715446
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.

How we store your personal information

We will take precautions to prevent the loss, misuse or alteration of information you give us. Electronic data is password protected with access restricted to relevant managerial staff only. Users of our services are not referred to by name or by any other identifiable data via email. Paper copies are kept securely locked behind two locked doors at all times and disposed of in a secure manner.

Unsuccessful applications will be kept securely for 12 months before safe disposal. Personal data kept on file for employees, volunteers and other service users will be accurate and kept up to date. Equal Opportunities monitoring data is stored separately from any data that may deem an individual identifiable.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
  • You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at enquiries@wessexheritagetrust.org / 02380 715446 if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at enquiries@wessexheritagetrust.org / 02380 715446.

You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

All staff and volunteers are subject to these requirements. As with all WHT policies the Privacy policy is updated annually, or in the case of any legislative change or event.