Privacy Policy
We respect your trust in us to use, store and share your personal information. In this notice, we carefully explain how we collect your personal information, how we use it, and how you can communicate with us about that information.
If you are unfamiliar with any of the information, or terms or, want more detail on any of the information here, please feel free to contact our Data Officer directly in confidence.
The Company is social enterprise which operates several commercial businesses the surpluses from which are used for community benefit in the Draperstown area. The Company must process personal data so that it can provide these services – in doing so, the Company acts as a data controller. Our website is www.theworkspacegroup.org.
You may give your personal details to the Company directly, such as on an application or registration form or via our website, or we may collect them from another source. The Company must have a legal basis for processing your personal data. For the purposes outlined above, we will only use your personal data in accordance with the terms of the following statement.
Collection and use of personal data
1. Purpose of processing and legal basis
The Company will collect your personal data and will process your personal data for the purposes of providing community services. The legal bases we rely upon to offer these services to you are:
- Consent
- Legitimate interest
- Vital Interest
- Public Interest
- Legal obligation
- Contractual obligation
2. Consent
There may be occasions when consent is the only legal basis we have to process your personal data. When this occurs, we will endeavour to seek your consent at the time we gather your personal data. You will normally be asked to provide a signature or indicate consent by ticking a box but this will only be carried out after a full explanation has been provided and you are clear as to what you are consenting to.
Consent is a core principle of data protection law and the General Data Protection Register (GDPR) sets a high standard for this. It must be freely given, specific, informed and an unambiguous indication of the data subject’s wishes, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to the individual.
Where we rely on consent for the legal basis for processing your personal data & sensitive personal data you have the right to withdraw that consent at any time by contacting our Data Protection Officer Shauna Kehoe in writing E: dpo@theworkspacegroup.org
3. Legal Obligation
Where the Company has relied on a legal obligation to process your personal data. Our legal obligations are as follows:
- when you become a loan stock member of Workspace
- when you become a director of Workspace
- Intercompany staff management
4. Contractual Obligation
Where the Company has relied on a contractual obligation to process your personal data. Our contractual obligations are as follows:
- when you become a loan stock member of Workspace
- when you become a director of Workspace
- when you are employed by The Workspace Group
5. Recipient/s of data
The Company will process your personal data with the following recipients:
- Companies House
- Funders with whom we have contracted to deliver programmes on the behalf of
- HMRC
- Pensions providers
- Human resources department for Fair Employment Returns
- Accounts department for payroll
6. How we collect your data
The following are examples of how we collect your personal data:
- when you want to take part in one of our community activities
- when you apply to become a loan stock member
- when you become a non executive director of our company
- when you attend our premises for a specific purpose and provide your details
- through the submission of questionnaires online or via mail
- when you enquire about our services via telephone, social media or our website
- submitting complaints
- working in partnership with us
- face to face contact with our staff
7. Statutory/contract requirement
Your personal data is required by law and/or a contractual requirement. You are obliged to provide the personal data and if you do not the consequences of failure to provide the data are:
- you will be unable to become a director of Workspace
- you will be unable to become a loan stock member of Workspace
- you will be unable to be employed by the Workspace Group
8. Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
9. Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.
Data Retention
The Company will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
The Company will process your personal data in line with our data retention policy. Upon expiry of that period the Company will seek further consent from you. Where we rely on consent as the legal basis for processing your data and consent is not granted the Company will cease to process your personal data.
If you leave a comment on our website, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
Your Rights
Please be aware that you have the following data protection rights:
- The right to be informed about the personal data the Company processes on you;
- The right of access to the personal data the Company processes on you;
- The right to rectification of your personal data;
- The right to erasure of your personal data in certain circumstances;
- The right to restrict processing of your personal data;
- The right to data portability in certain circumstances;
- The right to object to the processing of your personal data that was based on a public or legitimate interest;
- The right not to be subjected to automated decision making and profiling; and
- The right to withdraw consent at any time.
What is asked of you:
- That you provide us with accurate and up to date personal data.
- That you do not abuse staff when providing or seeking personal data.
- That you inform us of any changes to your personal data.
- That you inform us if you find any error or inaccuracies
Data Protection Notification
As a Data Controller, we must notify the Information Commissioner’s Office. You may view our Data Protection Notification by searching for our registration number ZA154459 on the Information Commissioner’s website.
Information Commissioners Office
The Information Commissioner’s Office (ICO) regulates compliance with GDPR within the UK. If you consider us to have breached any of the requirements of the GDPR, you may contact the ICO who may carry out an assessment, audit or investigation to establish whether we are compliant with the GDPR.
The ICO can be contacted at:
Information Commissioner’s Office
14 Cromac Place
Belfast
BT7 2JB
Telephone: 0303 123 1114
Email: ni@ico.org.uk
Web: www.ico.org.uk
Notification of changes to our Privacy Statement
We will post details of any changes to our privacy statement on this website to help make sure you are always aware of the information we collect, how we use it, and in what circumstances, if any, we share it with other parties.
This privacy statement was updated in May 2018.
Complaints or queries
If you wish to complain about this privacy notice or any of the procedures set out in it, please contact: Our Data Protection Officer Shauna Kehoe in writing at: dpo@theworkspacegroup.org.
