Privacy Policy: – Beyond the Wire

Privacy Policy:

This privacy notice explains what personal data is collected by Beyond the Wire in relation to your interactions with us.

Individual

Organisations

Staff and Volunteers

This privacy notice explains what personal data is collected by Beyond the Wire in relation to your interactions with us.

Data protection principles

We will comply with the data protection principles under the data protection legislation. This says that the personal information we hold about you must be:

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely.

INDIVIDUALS: PRIVACY POLICY

Who we are:

Beyond the Wire is the data controller and is responsible for ensuring that we only collect and use personal information necessary for our interaction with you and for maintaining the necessary standards to protection your personal information.

You can contact us by e-mailing our privacy officer at info@beyondthewire.org.uk

The personal information we collect about you:

Personal information is any information that can be used to identify a living person. We may collect and process the following personal information about you when you interact with us.

General interactions with us

Your name and contact details.
Personal information relating to your contact with us.

For Beyond the Wire employees/job applicants and volunteers:

This privacy notice explains what personal data is collected by us in relation to your application for employment or application to work for us on a voluntary basis.

The personal information we collect about you:

Personal information is any information that can be used to identify a living person. We may collect and process the following information about you when you interact with us.

Name, address, date of birth, telephone number, e-mail address or photograph.
Bank details and other financial information relating to our obligations to HMRC and the workplace pension, including your National Insurance Number.
Information about your personal, education, employment, and volunteering history.
Information about your work performance.
Information created in relation to the performance of your duties and exercise of your employment rights.
Information relating to your right to work status including passport information.
Photographs.
Special category date which might include information about any relevant medical or health conditions, your racial or ethnic origin.
Criminal offence data which might include information about criminal offences, allegations, proceedings, or convictions.

You may be under a contractual or statutory obligation to provide some or all of this data.

Contractors or suppliers of professional and other services:

Your name and contact details.
Bank and payment details.

You may be under a contractual obligation to provide this information.

Members of Board of Trustees, and other specialist advisory role holders:

Name and contact details.
Biographical information relating to your application, the role, and ongoing interests.
Photograph

Employees of the Ministry of Defence or Royal Navy or other organisations who interact with us:

Name and contact details.
Biographical information, where relevant.
Name and contact details.
Job Title.

How we get your personal information:

We collect personal information about you when you interact with us. We do this in several different ways, including application and procurement processes and through conversations and emails. We may be given this information by a third party such as your employer or via another organisation you are connected with.

Why we collect your personal information and how we use it:

We only use your personal information when the law allows us to. The lawful bases we rely on for using your personal information are as follows:

Where it is necessary for the performance of a contract;

We use your personal information so that we can enter into a contract with you, so we can meet our mutual obligations under the contract and so we can monitor the performance of our contract with you.

Where it is necessary for us meet a legal obligation;

We may use your personal information to enable us to meet our statutory obligations e.g., our obligations under the Equalities Act 2010.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests and we use the information in ways you would reasonably expect.

Our legitimate interests for processing:

We may use personal information such as your name and image in material to explain and promote our work and activity and our impact.

We will use your personal information to enable the proper administration, governance and management of Beyond the Wire and the pursuit of our objects.
Where we process special category data, the additional legal basis we rely on to do this is Employment, social security, and social protection.

Where we process special category data, the additional legal basis we rely on to do this is employment, social security, and social protection.

Sharing your personal information:

Sometimes we have a legal duty to provide personal information to other organisations. We only share information if necessary and where we have a legal basis for doing so. We may share your information within our organisation –Beyond the Wire.

We may share your personal information with organisations who help us deliver our campaign, future services and run our organisation. When we do this, we will have an agreement in place to make sure that organisation complies with data protection law to keep your information safe and is only used for the intended purpose.

For example:

We may share your personal data with Microsoft 365 as they provide our cloud based internal office systems and databases.
We may share your personal data with auditors as they check to ensure our systems and processes are robust and lawful.
We may share your information with other professional advisors.

How we look after your personal information:

Most personal information we collect, and use is stored on systems in the UK. On occasion, your information may leave the UK as part of the Microsoft 365 cloud based internal office systems and databases. When this happens, we make sure that these providers have confirmed that appropriate safeguards are in place to ensure that the required level of data protection is in place.

We make sure the records we hold about you are kept securely and only available to those who have a right to see them. We do this by controlling access to systems and networks, training staff so they understand how to look after your information, putting in place controls over where data is stored and deleting personal information when it is no longer needed.

How long we keep your personal information:

We only keep your information as long as we need to in line with our retention schedules, in most cases no longer than 6 years after our last contact with you. Some information in relation to Board members and specialist advisors is kept permanently.

Personal information in relation to complaints may be kept for up to 10 years and data subject rights requests for up to 7 years. Sometimes the law states how long we must keep personal information.

Your rights:

You have a number of rights in relation to the personal information we collect and use about you.

You can ask for access to a copy of the personal information we have about you.

If you would like a copy, please contact us at info@beyondthewire.org.uk

We cannot share any information which contains personal information about other people or information a professional thinks will cause serious harm to you or someone else’s physical or mental wellbeing.

You can ask us to change information you think is inaccurate in some circumstances.
You can ask for your information to be deleted in some circumstances.
You can ask us to limit what we use your personal data for in some circumstances.
You can object to our use of your personal information in some circumstances.
You can ask for a copy of your personal information in an agreed format so that you can reuse it or transfer it in certain circumstances.
You can ask us if we use automated decision making or profiling when using your information.
You have the right to withdraw your consent where we rely on your permission to use your personal information.

How to exercise your rights:

You can exercise any of these rights, ask questions about how we use your personal data or complain by contacting us at Beyond the Wire.

You can also write to our Privacy Officer at info@beyondthewire.org.uk If you think we have dealt with your information inappropriately or unlawfully, you have the right to complain to the Information Commissioner’s Office (ICO) at:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Or telephone the ICO helpline on 0303 123 1113.

ORGANISATIONS: PRIVACY POLICY

Privacy Notice – Organisations applying for contracts to deliver services to beneficiaries on our behalf and their beneficiaries.

This privacy notice explains what personal data is collected by Outside the Wire through our grant making activities and in relation to our work with organisations delivering services to beneficiaries on our behalf.

Who we are:

You can contact us by e-mailing our Privacy Officer info@beyondthewire.org.uk

The personal information we collect about you:

Personal information is any information that can be used to identify a living person.

We may collect and process the following information about you when you interact with us.
Name, address, telephone number, e-mail address or photograph and job role. Personal information about people who benefit from projects funded by our grants or directly by us in the form of case studies. This may include your name, information about your personal circumstances which may include health and other special category data and a photograph.

How we get your personal information:

If you contact us to apply for a grant, or to provide services, we will collect personal data about you and other people connected to your organisation. We may do this through conversations, at events or during visits to your organisation, or if you call or e-mail us.

We will also collect personal information on application forms. Sometimes our supporters and evaluators also send us information about people who benefit from projects funded by our grants.

Why we collect your data and how we use it:

We only use your data when the law allows us to. The lawful bases we rely on for using your personal data are where it is necessary for our legitimate interests, for the performance of a contract or where you have given us your consent.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests and we use your information in ways you would reasonably expect:

Our legitimate interests for processing:

We provide evidence about our Armed Forces community in support of our campaign.

We use your personal information so that we can assess your organisation’s application and make and manage awards, monitor, and evaluate the impact of our support, raise public awareness and inform our strategy and administer our organisation and manager our relationship with you.

We will use your personal information to enable the proper administration, governance and management of Outside the Wire and the pursuit of our objectives.

Where it is necessary for the performance of a contract.

We use your personal information so that we can meet our obligations and monitor the performance of our contract with you to deliver services on our behalf.

Where you have given us your consent.

We may use your personal information to evaluate, research and demonstrate the impact of our support, in the form of case studies shared with us by the organisations we work with.
We will only use your personal information in this way if the organisation can demonstrate they have got your consent to share your data with us for this purpose and that they have referred you to this notice.
Where we process special category data, the additional legal basis we rely on to do this is explicit consent.

Sharing your personal information

We may share your personal information with organisations who help us deliver our services and run our organisation. When we do this, we will have an agreement in place to make sure that organisation complies with data protection law to keep your information safe and is only used for the intended purpose. For example:

We may share your personal data with Microsoft 365 as providers of cloud based internal office systems and databases.
We may share your personal data with auditors as they check to ensure our systems and processes are robust and lawful.

How we look after your personal information:

Most personal information we collect, and use is stored on systems in the UK. On occasion, your information may leave the UK as part of the Microsoft 365 and cloud based internal office systems and databases. When this happens, we make sure that these providers have confirmed that appropriate safeguards are in place to ensure that the required level of data protection is in place.

How long we keep your personal information:

We only keep your information as long as we need to, in most cases six years after the grant or contract came to an end. Sometimes the law states how long we must keep personal information. Some personal data may be kept indefinitely as it is stored in the National Archives for reasons of historic interest.

Your rights:

You have a number of rights in relation to the personal information we collect and use about you.

You can ask for access to a copy of the personal information we have about you.

If you would like a copy, please contact us at info@beyondthewire.org.uk

We cannot share any information which contains personal information about other people or information a professional think will cause serious harm to you or someone else’s physical or mental wellbeing.

You can ask us to change information you think is inaccurate in some circumstances.
You can ask for your information to be deleted in some circumstances.
You can ask us to limit what we use your personal data for in some circumstances.
You can object to our use of your personal information in some circumstances.
You can ask for a copy of your personal information in an agreed format so that you can reuse it or transfer it in certain circumstances.
You can ask us if we use automated decision making or profiling when using your information.
You have the right to withdraw your consent where we rely on your permission to use your personal information.

How to exercise your rights:

You can exercise any of these rights, ask questions about how we use your personal data or complain by contacting us at Outside the Wire

You can also write to our Privacy Officer at info@beyondthewire.org.uk If you think we have dealt with your information inappropriately or unlawfully, you have the right to complain to the Information Commissioner’s Office (ICO) at:

Information Commissioner’s Office:

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Or telephone the ICO helpline on 0303 123 1113.