1. WHO ARE WE?
The Upper Wensleydale Railway Association (UWR) is a not-for-profit, voluntary organisation: “our“, “we” or “us” in this document.
We are at the start of our journey to Charitable Incorporated Organisation status.
2. INFORMATION WE COLLECT
This statement explains the background to the collection of Personal Data.
Personal Data is any information that identifies a private individual, whether member of the public or volunteer, employee or other associate of UWR (“you” or “your”) personally, or that can relate to you personally.
The collection of Personal Data is governed by the Data Protection Act 2018 (DPA), the General Data Protection Regulations (GDPR) and the Privacy and Electronic Communication Regulations (PECR), each of which came into effect on 25th May 2018
The Act, GDPR and PECR together govern how Personal Data may be collected or used and how your Privacy is protected in relation to it.
UWR is a Data Controller for these purposes.
In order to process Personal Data, we need to have a reason – called a Lawful Basis – for so doing. Currently we process Personal Data in accordance with either our Legitimate Interest or, if relevant and necessary, with your consent.
2.1. Understanding our Legitimate Interest
When you make an enquiry or donation using our website or other means of communication, we rely upon our Legitimate Interest to provide you with information on our activities such as news, events or other closely-related railway topics.
If we receive a Legacy or Gift via your executor or personal representative, we will record the minimum of Personal Data if we are asked so to do.
2.2. Giving your Consent
2.2.1. Direct Marketing
If we wish to offer you information on our activities or goods or services through the medium of direct marketing, we are required to obtain your Consent before doing so.
2.2.2. Volunteering
If you engage with us as a volunteer in pursuit of UWR aims and activities, we may need to ask you for additional information, some of which may be classed as Sensitive Data. If that is necessary, we will ask for your Consent to hold that data.
3. USE OF YOUR PERSONAL DATA
We use your Personal Data to administer and maintain our records and to provide you with further information on our activities either in printed or electronic form.
We only use Personal Data for the purpose or purposes for which it was collected (or for very closely related purposes).
Personal Data may be retained for reference purposes (including in the event of an insurance or legal claim) or for safeguarding purposes.
4. COLLECTING YOUR PERSONAL DATA
4.1. When and how we collect your data
Personal identifiable data you provide to us, for whatever purposes, may be collected in a number of different ways, for example:
- When you contact us via our website or by email or by making an electronic transfer of funds
- When you write to us or provide us with your bank details
- Through other information you may give us by any means of communication that we may accept from time to time
4.2. What information we collect
We may collect a number of different items of Personal Data, for example:
- Name / postal address / email address / fixed phone / mobile phone number
- Payment information such as card details or bank account details.
- Please note that, as part of the general functioning of the internet, your IP address is automatically transmitted to our hosting server when you visit our website.
5. KEEPING CONTROL OF YOUR PERSONAL DATA
We will not sell, distribute or lease your Personal Data to third parties without your permission, unless we:-
- 5.1. Have a legitimate interest in connection with your ongoing relationship with us, or
- 5.2. Have received your specific consent, or
- 5.3 Are required by law to disclose it.
You should be aware that it is necessary to hold and process certain basic Personal Data (including banking details) in order for us to stay in touch with you.
If you ask us not to retain some of your data, or to delete it altogether, we will no longer be able to keep you informed of our activities or of related activities.
If you have consented to us using your Personal Data for direct marketing purposes, you may withdraw your consent at any time. You can do this via the contact form.
6. COOKIES
Cookies are small files that may be downloaded onto a user’s device (for example computer, tablet, smart phone) when a website is accessed. Cookies allow a website to recognise that user’s device and to store information on that user’s preferences and past actions.
Our website currently does not set Cookies during normal browsing. However, our website will set Cookies whenever a login is attempted or is successful. At present, login is restricted to authorised persons only, for whom a standard operating procedure is in place. Should this position change, then these paragraphs of our Privacy Policy will be revised accordingly.
7. LINKS to OTHER WEBSITES
Our website may contain links to other websites of interest. However, once you have used a link to leave our website, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
8. SECURITY and PROTECTION OF YOUR DATA
UWR is committed to ensuring that your Personal Data is secure and protected. Should we ask you to provide particular information by which you can be identified as outlined above, then you can be assured that it will only be used in accordance with this privacy statement.
In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure all the information we collect.
9. DATA ANALYSIS
We currently do not and do not envisage analysing data on traffic to our website.
Should this position change, then this paragraph of our Privacy Policy will be revised accordingly.
10. ACCESS TO THE INFORMATION WE HOLD ABOUT YOU
You may request details of any Personal Data that we hold about you. If you make a request for details of the Personal Data we hold about you, we will normally provide this free of charge in the first instance.
A further or more complex request may incur a charge based on the administrative cost of researching and providing the information.
To initiate a request for a copy of the information we hold about you, please use the contact form.
11. CHANGES TO THIS PRIVACY POLICY
We will amend this Privacy Policy concerning Personal Data from time to time to reflect developments in the scope of our activities and to ensure it remains compliant with relevant legislation.
The current version of this Privacy Policy will always be posted on our website.
12. FURTHER INFORMATION
For further information, please refer to the website of the Information Commissioner’s Office, the UK’s independent authority promoting data privacy for individuals at:
13. DOCUMENT REVIEW
Issue date: 21st June 2019
Last reviewed on 3rd August 2023. The only change required was to update section 13 (Document Review).
Upper Wensleydale Railway Association