Privacy Policy 

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. 

Walton Charity is a data controller registered with the UK Information Commissioner’s Office (ICO), registration number Z7447520. 

We have policies, procedures and training in place to help our people understand their data protection responsibilities and follow the principles of data protection. 

This policy relates to personal information that Walton Charity collects and uses. It is to ensure adherence with the General Data Protection Regulation (GDPR) as per the guidance provided by the ICO. 


How we collect personal information 

We only collect personal information that we genuinely need.  

  • Collected lawfully, fairly and transparently. 

  • Obtained for a specified, explicit, and legitimate purpose and not processed in a manner incompatible with those purposes. 

  • Adequate, relevant, and limited to what is necessary in relation to the specific purpose for which it is processed. 

  • Accurate and kept up to date. 

  • Kept in a form where the data subject can be identified only for as long as is necessary. 

  • Processed in a manner that ensures its security. 

 

Walton Charity will also: 

  • Provide a timely response & access to data for subject access requests. 

  • Ensure that individuals have the right to erasure, i.e. the right to be ‘forgotten’. 

The Charity takes the security of personal data very seriously. All copies of personal data are stored securely. 

Staff, volunteers, residents, beneficiaries, referrers and supporters have the right to make a ‘Subject Access Request’ to ask to view the personal data which we hold. If you would like to request a copy of the personal information we hold about you, please contact admin@waltoncharity.org.uk. There is also a right to rectification, i.e. to have incorrect information amended.  

In addition, there is a right to erasure if there is a legitimate objection to the processing of personal data. However, this may impact on the services that we are able to provide. 

Personal data is held for the statutory and recommended time limits, after which it is then destroyed. 

We may share your information for monitoring purposes, but this will be anonymised and non-identifiable. On occasions we may contact you directly to request using your information for a case study, in which case we will gain your full consent. We will always change individual’s names in order to protect their identity for case studies.  

We will ask you to opt in to receiving marketing emails and text messages from us. You can unsubscribe from this at any time. 


Sharing protocol  

We will not share your personal information with other organisations without your express consent, unless obliged to by law or if we believe there is a safeguarding risk. 

We will seek your consent to share your information, and we will inform you of the reasons as to why we want to share your information.  

The agencies we may share information with includes but is not limited to: Citizens Advice, Trussell Trust, Central Surrey Voluntary Action, Local Authority, PA Housing, parenting and family support services, schools/colleges, Home-Start Elmbridge, Rentstart, Surrey Lifelong Learning Partnership, Job Centre, GPs, hospitals, health visitors, and carers. 

We may share relevant details with our contractors and suppliers, so they can deliver maintenance services to our residents. 

We may also share relevant data with our household suppliers to ensure they can safely deliver items funded through our direct grants programme. Our current suppliers include: Molesey Refrigeration (suppliers of white goods), Webster Floors (suppliers of flooring and beds and mattresses), and Mr Bee Removals (removal service). 

Walton Charity is committed to the Surrey Multi-Agency Sharing Protocol. For more details, please see customer.surreycc.gov.uk/multi-agency-information-sharing  


Companies we use to process your data 

Wherever possible we will try to anonymize your data, but we use these companies to help us manage, store and dispose of your personal data: CitrusHR, ITA Solutions, Egress Switch (eswitch), Premier Shredding, Xero, Salesforce Issimo, Fixflo, Assemble Volunteer Management, Trussell Trust data collection system, and Workday Peakon Employee Voice. 

Should you have any questions or concerns regarding your data or should you wish to make a complaint, please contact our Chief Executive Rob Mills via admin@waltoncharity.org.uk or at Charities House, 1 & 2 The Quintet, Charities House, Churchfield Road, Walton-on-Thames, Surrey, KT12 2TZ. 


Cookies and aggregate information collected from our websites and social media 

We use cookies on our websites to store information about how you use our websites. A cookie is a piece of data stored on the user’s computer tied to information about the user. This enables us to make navigation easier and direct you to information that best corresponds to your interests.  

Aggregate information is collected from users using Google Analytics. This information includes users' Internet Protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, platform type, date/time of visit, number of clicks, error pages and number of unique visits. This information is not linked to personal profiles or to personally identifiable information provided by users. We use it to analyse visitor trends and use of our websites, administer the websites, and to gather broad demographic information of our website users.