This privacy notice tells you what to expect us to do with your personal information.
Contact details
Post:
Woolwich Service Users Project
107 Brookhill Road
London
SE18 6BJ
Telephone: 020 8316 6558
Email: info@wsupwoolwich.org
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery and third party referrals:
- Names and contact details
- Gender
- Pronoun preferences
- Addresses
- Date of birth
- Emergency contact details
- Next of kin details
- Photographs or video recordings
- Call recordings
- Service use history
- Health information (including medical conditions, test results, allergies, medical requirements and medical history)
- Dietary information (including allergies and health conditions)
- Information about care needs (including disabilities, home conditions, dietary requirements and general care provisions)
- Information about work, home and living conditions
- Information about support requirements
- Information about lifestyle, interests or personal history
- Criminal offence data
- Records of meetings and decisions
- Information about income and financial needs for funding or personal budget support
- Payment details (including card or bank information for transfers and direct debits)
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We also collect or use the following information to provide services and goods, including delivery and third party referrals:
- Racial or ethnic origin
- Religious or philosophical beliefs
- Trade union membership
- Genetic information
- Biometric information (where used to identify someone)
- Health information
- Sexual orientation information
We collect or use the following information to receive donations or funding and organise fundraising activities:
- Names and contact details
- Addresses
- Payment or banking details
- Donation history
- Health information
- Tax payer information (for Gift Aid purposes)
We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:
- Names and contact information
- Customer or client accounts and records
- Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
- Video recordings of public areas (including indoor and outdoor spaces)
- Audio recordings of public areas (including indoor and outdoor spaces)
- Video recordings of private or staff only areas
- Audio recordings of private or staff only areas
- Call recordings
- Financial transaction information
- Relevant information from previous investigations
- Witness statements and contact details
- Information relating to health and safety
We collect or use the following personal information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Recorded images, such as photos or videos
- Call recordings
- Purchase history
- Donation history
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
- Addresses
- Recorded images, such as photos or videos
- Call recordings
- Purchase history
- Donation history
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We also collect or use the following information for research or archiving purposes:
- Racial or ethnic origin
- Political opinions
- Religious or philosophical beliefs
- Trade union membership
- Genetic information
- Biometric information (where used to identify someone)
- Health information
- Sexual orientation information
We collect or use the following personal information to comply with legal requirements:
- Name
- Contact information
- Identification documents
- Financial transaction information
- Health and safety information
- Criminal offence data
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
- Security clearance details (eg basic checks and higher security clearance)
We also collect or use the following information for recruitment purposes:
- Racial or ethnic origin
- Trade union membership
- Biometric information (where used to identify someone)
- Health information
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Payment details
- Account information
- Purchase or service history
- Video recordings of public areas
- Audio recordings of public areas
- Video recordings of private or staff only areas
- Audio recordings of private or staff only areas
- Call recordings
- Witness statements and contact details
- Relevant information from previous investigations
- Customer or client accounts and records
- Financial transaction information
- Information relating to health and safety (including incident investigation details and reports and accident book records)
- Correspondence
We also collect or use the following information for dealing with queries, complaints or claims:
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
- 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. You can read more about this right here.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We collect and use personal information to provide our services and goods, including delivery and referrals to trusted third-party providers. This helps us to: Deliver our services effectively – We need your contact details and relevant information to provide the goods or services you have requested. Make appropriate referrals – In some cases, we may refer you to trusted partners or providers to ensure you receive the support you need. Improve our services – We use personal information to monitor and improve the quality of our services. We always balance our need to use your information with your rights and interests. We only collect what is necessary, keep it secure, and give you clear information about how it is used. You have the right to object to this processing at any time.
- Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We collect and use personal information to receive donations, funding, and organise fundraising activities under the following lawful bases: Contract – When you make a donation or pledge funding, we process your information to fulfil our agreement with you, such as processing payments or providing receipts. Legal Obligation – We are required to keep certain financial records to comply with legal and regulatory obligations, such as HMRC requirements for Gift Aid. Legitimate Interests – We use your information to organise fundraising activities, communicate with you about events or campaigns, and ensure our fundraising efforts are effective. We carefully balance this with your rights and interests. You have the right to object to this processing at any time, and we will always respect your preferences.
Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We collect and use personal information for service updates or marketing purposes under the following lawful bases: Consent – We will only send you marketing communications, such as newsletters or updates about our services, if you have given us clear consent to do so. You can withdraw your consent at any time. Legitimate Interests – We may contact you with relevant updates about our services or similar activities that you have previously engaged with. We always ensure this is balanced with your rights and interests, and you can opt out at any time. We respect your preferences and give you the option to stop receiving updates or marketing communications whenever you choose.
Our lawful bases for collecting or using personal information for research or archiving purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We collect and use personal information for research or archiving purposes under the following lawful bases: Consent – Where required, we will ask for your clear and informed consent to use your personal information for research or archiving purposes. You can withdraw your consent at any time. Legitimate Interests – We may use personal information to conduct research or archive data to improve our services, measure impact, or preserve information for historical purposes. We ensure this is balanced with your rights and interests, and we minimise any risks to your privacy. Legal Obligation – In some cases, we are required to retain and archive information to comply with legal or regulatory requirements. Public Task – If our research or archiving activities contribute to the public interest, such as informing policy, advancing knowledge, or improving services for the wider community. Where possible, we anonymise or pseudonymise data to protect your identity. You have the right to withdraw consent or object to this processing at any time.
- Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.
Our lawful bases for collecting or using personal information to comply with legal requirements are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are: We collect and use personal information for dealing with queries, complaints, or claims under the following lawful bases: Legitimate Interests – We process personal information to respond to queries, resolve complaints, and manage claims effectively. This helps us improve our services and address any concerns fairly and efficiently, while ensuring this is balanced with your rights and interests. Legal Obligation – In some cases, we are required to process personal information to comply with legal or regulatory requirements, such as handling complaints or claims appropriately. Contract – Where your query, complaint, or claim relates to an agreement or service we have provided, we process your information to fulfil our contractual obligations to you. We only collect the information necessary to handle your request and ensure it is managed securely and respectfully.
Where we get personal information from
- Directly from you
- Regulatory authorities
- Family members or carers
- Other health and care providers
- Social services
- Charities or voluntary sector organisations
- Schools, colleges, universities or other education organisations
- CCTV footage or other recordings
- Publicly available sources
- Councils and other public sector organisations
- Previous employers
- Market research organisations
- Credit reference agencies
- Providers of marketing lists and other personal information
- Suppliers and service providers
- Third parties:
- We may also receive personal information from third parties, such as: Partner organisations – when they refer you to us for support or services. Fundraising platforms – if you make a donation through platforms like JustGiving or similar services. Service providers – where they are working on our behalf to deliver a service or process information. Publicly available sources – such as charity registers, public websites, or social media, where appropriate and lawful. We ensure any information obtained from third parties is collected and processed lawfully, fairly, and transparently, and we only use it for the purposes outlined in our Privacy Notice.
- GP surgeries
How long we keep information
| Type of Data | Purpose | Retention Period | Legal Basis / Justification | Action After Retention Period |
| Donor Contact Information | To process donations, claim Gift Aid, and send updates. | 6 years after the last donation. | Legal obligation (Gift Aid requires records to be kept for 6 years). | Securely delete. |
| Volunteer Records | To manage volunteer relationships and performance. | 3 years after volunteering ends. | Operational need; potential for reference requests. | Securely delete or anonymise. |
| Employee Records | For payroll, tax, and HR management. | 6 years after employment ends. | Legal obligation (HMRC, tax records). | Securely delete. |
| Beneficiary Personal Data | To deliver charitable programmes and support services. | 2 years after the project/service ends. | Legitimate interest and business need. | Securely delete or anonymise. |
| Financial Records | Accounts, receipts, and bank details. | 6 years from the end of the financial year. | Legal obligation (Companies Act, HMRC). | Securely delete. |
| Safeguarding Records | To investigate safeguarding issues or concerns. | 6 years or longer, depending on the case. | Legal obligation and safeguarding best practice. | Archive securely. |
| Event Registration Data | To organise and deliver events. | 1 year after the event. | Legitimate interest (event management). | Securely delete. |
Who we share information with
Data processors
PeopleCheck
This data processor does the following activities for us: DBS checks
Others we share personal information with
- Other health providers (eg GPs and consultants)
- Charities and voluntary organisations
- Organisations we need to share information with for safeguarding reasons
- Emergency services
- Organisations we’re legally obliged to share personal information with
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Last updated: 17 December 2024