Privacy Policy

Girlguiding and Girlguiding Anglesey are committed to protecting your privacy.  This notice details the information we collect from you when you access the Girlguiding Anglesey website and the steps we take to ensure this information remains confidential.

This notice gives you important information about your personal rights to privacy, and about how we use your personal information.

We all give our personal data out every day – our names, contact details, or other bits of information – and most of us want to be feel sure that our data is being handled properly.

As someone who is in contact with Girlguiding Anglesey, you may have given us information about yourself, like your name, or email address, or other details.

Giving your personal data is voluntary. This privacy notice explains what Girlguiding Anglesey does with your information. It explains how we gather, use, disclose and manage your personal data, and it also tells you about your personal rights to privacy.

We take your privacy very seriously and we always aim to be clear to you about the way Girlguiding Anglesey manages data. We make sure our privacy notice is up to date, and as comprehensive as possible. But it doesn’t cover every aspect of our collection and use of personal data, so please contact us if you need more information or have any questions about this notice. You can find our contact details in the ‘Get in touch’ section below.

What does: ‘Girlguiding’, ‘Girlguiding Cymru’, Girlguiding Anglesey’, ‘we’ or ‘us’ refer to?

‘Girlguiding Anglesey’, ‘us’, ‘we’ and ‘our’ refers to the registered charity, Anglesey Guide Association (Charity no 524842)

Our registered contact address:

56 Cil y Graig

Llanfairpwllgwyngyll

Isle of Anglesey

LL61 5NZ

In this notice we refer to ‘Girlguiding Cymru’, this is in connection with our region.  Girlguiding Cymru refers to the registered charity, The Guide Association Wales (Charity no 521209).   

In this notice we refer to ’Girlguiding’, this is in connection with membership (Go) data.  Girlguiding refers to the registered charity, The Guide Association (no. 306016 in England, Wales, Scotland and Northern Ireland) and the trading subsidiary, The Guide Association Trading Service Ltd (company no. 4301686). Girlguiding’s registered charity number is 306016 (England, Wales and Northern Ireland) and SC038436 (Scotland).

What personal information does Girlguiding Anglesey collect and how?

We collect this personal information when we need to:

• Name
• Parent / guardian name(s)
• Contact details, including address, telephone number and email address
• Date of birth
• Health information
• Education, profession and skills
• Records of your correspondence with us
• Records of your participation with us (including as a member or as a volunteer)
• Donation history and gift aid details
• Information you enter on our website
• Photographs, video or audio recordings
• Any other information you share with us

We may collect this information in the following ways:

• From Girlguiding via the membership system (Go).  Girlguiding Anglesey has access to this data to use, amend, process and share.  You can find out more information about how Girlguiding collect and process your data in their Privacy Notice.
• Your computer or mobile device
• Information you fill out on the website (via digital forms and online surveys)
• Telephone, online and face to face conversations with you and / or your parent / guardian
• Local Girlguiding groups
• Third party companies and websites, like Just Giving, Virgin Money Giving, Committed Giving and Wales Tourists Online.
• Publicly available sources, like Companies House or the Charity Commission website
• Hard copy forms
• Communication on social media

Do you process all personal data in the same way?

No. There are special categories of personal data, and data protection law recognises these as sensitive and therefore needing more protection. Examples are information about your health, ethnicity and criminal convictions and offences.

Sometimes we may need to collect and/or use these special categories of personal data, for example if we need to be aware of a medical condition that you or your child has, so they can participate in a Girlguiding Anglesey event. We only process these special categories of personal data if there is a valid reason for doing so, and where data protection law allows us to.

We sometimes also collect sensitive personal data - like information about health, religion, sexuality, ethnicity, political and philosophical beliefs and criminal records. We normally only record this data where we have your consent. But sometimes we are permitted to do this in other circumstances, under data protection law. For example, we may make a record that a person is in a vulnerable circumstance to make sure that we don’t send fundraising messages to them. By doing this we comply with charity law and the Code of Fundraising Practice.  

Why and how do you use my personal data?

Data helps us support and improve interactions with Girlguiding Anglesey. Examples include:

• Managing Girlguiding Anglesey activities and events, making sure the right care is in place for participants
• Manage risks so our members can enjoy guiding in a safe environment
• Updating you on Girlguiding Anglesey’s work including through newsletters and other publications
• Communicate with you, for example when collecting membership details or arranging payments
• Process donations and gift aid claims
• Assess applications for volunteering
• Keep a record of your relationship with Girlguiding for our administration, and to let you know about changes to our services or policies
• Investigate and respond to complaints, legal claims or other issues
• Keep you up to date with our fundraising and marketing activity through our website, direct mail, SMS/text campaigns, email and telephone (see below for more information)
• Fulfil customer orders for goods or services, including processing payment and letting you know about delivery
• Meet obligations under consumer protection law

Data helps us engage on social media.  If you post content on social media and share these posts to our social media channels we may ask for your permission to use your content. We do this under our legitimate interests of engaging with those who support us publicly.

Can I change my consent?

Yes! You can withdraw your consent and unsubscribe from or update your marketing preferences at any time. Just use the details in the ‘Get in touch’ section below.

If you make changes to your consent, we will update your record as soon as we possibly can. Emails will be stopped immediately, but it may take up to 30 days for our systems to update and stop post being sent to you.

If you tell us you don’t want marketing, fundraising or campaign communications, you may still receive messages about transactions and services from other connections you have with us (as described below).

When is it legal to use personal information?

We need a lawful basis to collect and use your personal data under data protection law. The law allows for six ways to process personal data (and additional ways for sensitive personal data). Four of these are relevant to Girlguiding Anglesey. We can use information on the basis of:

• Your consent (for example to send you direct marketing by email or SMS)
• Your contractual relationship with us (for example to provide you with goods or services that you have purchased from us)
• Compliance with a legal obligation (for example to process a gift aid declaration and carry out due diligence on large donations)
• Girlguiding Anglesey’s legitimate interests

What does ‘legitimate interest’ mean?

Personal data may be legally collected and used if it is necessary for a legitimate interest of the organisation using the data, as long as its use is fair and consistent and does not adversely impact the rights of the individual concerned.

When we use your personal information, we will always consider if it is fair and balanced to do so, and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to make sure we use your personal information in ways that are not unduly intrusive or unfair. Girlguiding Anglesey’s legitimate interests include:

• Charity governance. This includes delivery of our charitable purposes, statutory and financial reporting and other regulatory compliance purposes.
• Administration and operational management. This includes answering enquires, giving information and services, research, events management, administration of volunteers and recruitment requirements. It includes sharing information with regional and local levels of Girlguiding Anglesey. 
• Fundraising and campaigning. This includes administering campaigns and donations and sending direct marketing by post (and in some cases making marketing calls), sending thank you letters, analysis, targeting and segmentation to develop communication strategies and maintaining communication suppressions.

If you would like more information on our uses of legitimate interests or to change our use of your personal data please get in touch with us using the details in the ‘Get in touch’ section below.

If you are 14 or under

If you are under the age of 14, you must get permission from your parent or guardian before registering or giving us any information.

How long do you keep personal data for?

Girlguiding Anglesey keeps your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We decide how long is appropriate to keep personal data.  We do this by considering the amount, nature and sensitivity of the personal data; the potential risk of harm from unauthorised use or disclosure of your personal data; the purposes for which we process your personal data; whether we can achieve those purposes through other means; and legal requirements

If you ask us to stop contacting you we will keep some basic information about you on our suppression list to avoid sending you more unwanted messages.

Do you share my data with other organisations?

We do not share or sell your personal information to third-party organisations for marketing, fundraising or campaigning purposes.

We share your personal information with relevant local levels of Girlguiding Anglesey to:

• Administer your membership of Girlguiding
• Manage your participation in Girlguiding, Girlguiding Cymru and Girlguiding Anglesey’s activities

We also share personal information:

• Where we are required to by law, for example to law enforcement or regulatory bodies
• Where we think it is in the best interests of Girlguiding Anglesey or a third party to make a disclosure, and where we are satisfied that a disclosure does not put us in breach of data protection law
• Where it is necessary to protect the vital interests of an individual
• If we have your consent

We may use third-party suppliers to manage events, campaigns or mailings for fundraising appeals, to carry out research surveys or for storage of your personal information on our behalf. You can find out more about the suppliers that we use by contacting us using the details in the ‘Get in touch’ section below.  

How do you protect my personal information?

We use technical and organisational ways to protect your data and prevent the loss, misuse or alteration of your personal information.

The transmission of data over the internet is not completely secure. Although we do our best to protect your personal data we can’t guarantee the security of your data transmitted to our website. But once we receive your information, we use strict procedures and security features to try to prevent unauthorised access.

The information we collect from you may be transferred to and processed and/or stored at a destination outside the European Economic Area (EEA). If we send your personal data outside the EEA we will take reasonable steps to make sure the recipient uses appropriate measures to protect your information.

How do you use cookies and digital marketing?

Cookies are small text files placed on your computer by websites that you visit. They are widely used to make websites work more efficiently for visitors, and to provide information to the owners of the site.

Cookies are not used on the Girlguiding Anglesey website.

Disclaimer

We cannot be responsible for any information you give in public community areas of the Girlguiding Anglesey website, or on websites or social media channels that we link to from our website. This information can be viewed or collected by any third party - you should always be wary of publishing any personal information in public community areas.

You should also read the privacy notices of any other websites that we link to from the Girlguiding Anglesey website which you visit. This is so you may understand what information is collected from you and for what purpose.

Girlguiding Anglesey cannot be held responsible for the policies of any third party website that we link to, and you access these websites at your own risk.

Get in touch with us

If you have any concerns about the Girlguiding Anglesey privacy notice or about how we deal with data, or how we’ve used your data, please get in touch. Write to or email the data protection team at:

The Data Protection Officer
Girlguiding Anglesey
c/o 56 Cil y Graig
Llanfairpwllgwyngyll
Isle of Anglesey
LL61 5NZ

post@girlguidinganglesey.cymru

If your enquiry is about Girlguiding’s membership system (Go) and how they deal with data or use your data, please contact Girlguiding’s data protection team:

The Data Protection Officer
Girlguiding
17-19 Buckingham Palace Road
London
SW1W 0PT

dataprotection@girlguiding.org.uk

We will be happy to help and discuss your concerns.

You can also make a complaint to the Information Commissioner’s office and the Fundraising Regulator.

Changes to this privacy notice

Keep up to date with changes to this Privacy Notice by checking this notice from time to time.

This Privacy Policy was last updated on 22 February 2021.