Privacy Notice
Lasy Updated: 6th April 2023
This Privacy Notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
Hull Women’s Aid is committed to protecting your privacy, whether as a member of staff, service user, stakeholder, supporter, supplier or visitor to this website. This Privacy Notice explains what personal data we may collect, how we use it and how we ensure it is kept secure.
What is Personal Data?
Personal data is any information which relates to and identifies a person, for example; name address, bank details, email address.
Some types of personal information are classified as ‘sensitive personal data’ and some examples of this are; disability, ethnicity, sex, sexual orientation.
How we collect information
Hull Women’s Aid may collect personal information in the following ways:
Directly from you – when you donate, join our mailing list, apply for a vacancy or refer yourself for support.
From other organisations, with your permission – for example if a third party (I.e. the police) make a referral for support on your behalf.
Publicly available information – we may use data freely available to the public, such as published news articles, or information from within the criminal courts system.
Indirectly from you – if you donate to Hull Women’s Aid through a third-party website, such as The Big Give or JustGiving, your information may be shared with us with your consent.
From organisations, without consent – for example if there is a legal reason to do so, for example with a high-risk victim being referred to the Multi Agency Risk Assessment Conference (MARAC)
Information That We Collect
Hull Women’s Aid needs to collect personal data to fulfil its role as an employer; in our work to provide support to survivors of domestic abuse, to meet our obligations as members of various statutory review panels and to raise awareness of domestic abuse in the wider community.
Some information is collected because it is in our legitimate interest to process the data. We ensure that we only use personal data for a purpose that you would reasonably expect.
We only ask for the information we need. We always let you decide what you're comfortable telling us, explain why we need it and treat it as confidential.
We handle and store your personal information in line with data protection laws. We log all your information, correspondence, and notes into our secure case management system. Some of your information might also be kept within our secure email and IT systems.
We'll only ask for information that's relevant to your situation. Depending on what you want help with, this might include:
Name and contact details so we can keep in touch with you about your support
Date of Birth
Equalities Data - information like your sex, ethnicity or sexual orientation
Health/Medical information (where relevant)
Next of Kin (where relevant)
Children's Details (where relevant)
Personal information - for example about family, work, or financial circumstances
National Insurance Number or Passport (where relevant)
Personal information about other people involved in your case or enquiry
Details of other professionals involved in your case or enquiry
If you don't want to give us certain information, you may not have to. For example, with equalities data we will always give the option to prefer not to say.
How We Use Your Personal Data
Hull Women’s Aid will always process your personal data in a way that is lawful and fair.
The legal basis for processing your personal data is detailed below:
Legitimate Interest - we may collect information about you which we believe will assist you when we are providing a service to you. This will be used to ensure you are receiving tailored and specific support around your needs.
Consent - we will use this where we can offer you a choice as to whether or not we collect, store, share or otherwise process your information.
(Substantial) Public Interest - where we are working to assist with public law, we will collect your information under public interest. We will be clear about why we have to collect this information, how it will be used, who you can expect it to be shared with and why.
Special Categories Data
We sometimes need to process sensitive personal information (known as special category data) about you, to ensure we are providing our services to a wide range of people (equalities data) or health/medical information about you that is important for us to know to help to support you.
Some anonymised data will be used for monitoring purposes. No individuals will be identified from data used for this purpose.
Sharing your Personal Data
Hull Women’s Aid will never disclose or share your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. This could include situations where we have to use or share your information:
To comply with the law - for example, if a court orders us to share information. This is called 'legal obligation'
For purposes of the prevention or detection of crime or the apprehension or prosecution of offenders if formally requested by the police
To protect someone's life - for example, sharing information with a paramedic if a service user was unwell at our office. This is called 'vital interests'
To carry out our legitimate aims and goals as a charity - for example, to create statistics for our national research. This is called 'legitimate interests'
For us to carry out a task where we're meeting the aims of a public body in the public interest - for example, delivering a government or local authority service. This is called 'public task'
To defend our legal rights - for example, sharing information with our legal advisors if there was a complaint that we gave the wrong advice
If we use a third party to provide services and business functions; we will ensure all data processors acting on our behalf only process your information in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
Data collected by third parties on our behalf
Spoton.net
Our site is hosted by Spoton.net Limited (registered company number 06139437 in England and Wales). Spoton.net logs all requests in order to determine the causes of reported faults and to detect and block suspicious traffic. The log records the time of the request, your IP address, the requested resource, the referring site (if specified by your browser), and your browser’s user agent string (which will usually include the name and version of your browser and operating system). Log files are deleted after ninety days.
Lawful basis for processing: Compliance with a legal obligation
Why? To comply with the GDPR obligation to implement appropriate technical measures to protect data
Cloudflare
Our site is served through Cloudflare. Cloudflare helps our site load faster by storing copies of our content in data centres around the world, and defends our site from attacks by logging requests to detect and block suspicious traffic. For more information on how Cloudflare handles the data it collects, see Cloudflare’s privacy policy.
Lawful basis for processing: Compliance with a legal obligation
Why? To comply with the GDPR obligation to implement appropriate technical measures to protect data
Google Analytics
We use Google Analytics to track visitor interaction with our site in order to produce statistical reports. Google collects details of the pages you view and the time you viewed them, the features of your browser, and your IP address. For more information on how Google handles the data it collects, see Google’s privacy policy.
To opt out of Google Analytics tracking on our site, see the Google Analytics section of our cookie policy. To opt out of Google Analytics tracking on all sites, use the Google Analytics Opt-out Browser Add-on.
Lawful basis for processing: Pursuance of our legitimate interests
Why? To allow us to analyse how visitors' interact with our site in order to improve our site and our services
Tidio chat widget
When you view a page containing the Tidio chat widget, your browser connects to Tidio. When you chat with us your messages are sent to Tidio and then shared with us, and our responses are sent to Tidio and then shared with you. For more information on how Tidio handles the data it collects, see Tidio’s privacy policy.
Lawful basis for processing: Consent given by data subject
Why? You have sent us a message in the expectation of receiving a reply
Your Rights
You have the right to access any personal information that Hull Women’s Aid processes about you and to request information about:
What personal data we hold about you
The purposes of the processing
The categories of personal data concerned
The recipients to whom the personal data has/will be disclosed
How long we intend to store your personal data for
If we did not collect the data directly from you, information about the source
Access: You can request a copy or some or all of the information we hold about you. We will aim to get all the required information to you within one calendar month, unless there are complicated circumstances, in which case, we will explain what they are within one month and provide you with an idea of what you can expect, up to a maximum of a further two months. We will not charge for supplying you with this information.
Rectification: If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible, within one calendar month; unless there is a valid reason for not doing so, at which point you will be notified.
Erasure: You have the right to request erasure of some or all of your personal data in accordance with the data protection laws. If we cannot fulfil this request, we will let you know the reason within one calendar month. There may be reasons why we cannot erase your data. This may be to ensure we comply with our legal obligations or our insurer's requirements, or in case we need to review the work we did for you.
Portability: Where applicable, you have the right to data portability of your information from one IT environment to another in a safe and secure way.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
Security Measures
Hull Women’s Aid takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including password security, encryptions, restricted access, IT authentication, firewalls and anti-virus/malware.
Staff who access your data have had data protection training to make sure your information is handled sensitively and securely.
Visitors to our website
When you visit our website hullwomensaid.org we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to track interest on specific pages, see how the site is being used and look at how we can make improvements to the site. The information is only processed in a way that does not identify anyone. We do not make, and do not allow Google to make, any attempts to find out the identities of those visiting the website. If we do ever try and link our cookies and tracking information, we will be up front about it, explaining why and what we intend to do with it.
Cookie Notice
A 'cookie' is a small piece of data sent from a website and stored on the user's computer by the user's web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options.
Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.
Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies you may find this affects your ability to use certain parts of our website or services. For more information about cookies visit: https://www.aboutcookies.org.
Protect your Tracks
Our website gives you advice about how to protect yourself and cover your tracks online.
Lodging A Complaint
Hull Women’s Aid only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws.
If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information. Please contact enquiries@hullwomensaid.org and request the details to lodge a complaint.