This privacy notice explains how we, Denman College and the National Federation of Women’s Institutes, look after some of the information that we collect from you through our website, VIA. We reserve the right to amend this privacy policy. You are advised to revisit it periodically.
Email - VIA@nfwi.org.uk
We collect or use the following information:
1. to provide services and goods, including delivery and third-party referrals.
2. to receive donations or funding and organise fundraising activities
3. for service updates or marketing purposes
4. for research or archiving purposes
5. to comply with legal requirements
6. for dealing with queries, complaints or claims
• Names and contact details
• Address
• Photographs or video recordings
• Information about support requirements
• Information about lifestyle, interests or personal history
• Payment details (including card or bank information for transfers and direct debits)
• Website user information (including user journeys, cookie tracking, purchase or user history)
• Information relating to compliments or complaints
• Donation history
• Taxpayer information (for Gift Aid purposes)
• Gifts in wills
• Marketing preferences
• Records of consent, where appropriate
• Any other personal information required to comply with legal obligations
• Safeguarding information
We may also collect or use the following information which is subject to additional protection due to its sensitive nature:
• Date of birth
• Gender
• Racial or ethnic origin
• Sexual orientation information
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.
Learn more about your rights here: Your data protection rights | ICO
• 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 mean you may not receive all the information you ask for.
• Your right to rectification: you have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure: you have the right to ask us to delete your personal information.
• Your right to restriction of processing: you have the right to ask us to limit how we can use your personal information.
• Your right to object to processing: you have the right to object to the processing of your personal data.
• 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.
• Your right to withdraw consent: When we use consent as our lawful basis you have the right to withdraw your consent at any time.
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 collecting or using personal information for the purposes specified above 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.
Legitimate interest: personal information
VIA collects personal information so we can make our learning services work better for everyone. This helps us understand how people use our platform, fix problems, and make it easier to navigate and access courses. We use this information to improve the quality of our courses and learning resources, and to make sure they meet the needs of different learners. It also allows us to create more personalised learning experiences, such as suggesting relevant content or learning pathways based on how someone uses VIA. We only collect and use personal data where it is necessary, and we do so responsibly and in line with data protection law, to support learning and provide a positive experience for all users.
Legitimate interest: fundraising activities and donations
VIA collects and uses personal information to help us manage fundraising activities and donations in a clear, fair, and responsible way. This allows us to process donations securely, keep accurate records, and communicate appropriately with supporters about their contributions and the impact they help make possible. We may also use this information to understand how people choose to support VIA, so we can improve our fundraising efforts and ensure they are relevant and respectful. We only collect the information we need, use it for legitimate fundraising purposes, and handle all personal data in line with data protection law.
Legitimate interest: services, courses and learning opportunities
VIA collects and uses personal information to keep people informed about our services, courses, and learning opportunities. This includes sending important service updates, such as changes to courses, platform updates, or information that helps users access and use VIA effectively. We may also use this information for marketing purposes, to share news, events, and opportunities that we think may be relevant and useful. We aim to keep all communications clear, respectful, and appropriate, and people can choose how they hear from us or opt out of marketing messages at any time. All personal data is handled responsibly and in line with data protection law.
Legitimate interest: dealing with queries, complaints or claims
VIA collects and uses personal information to respond to questions, feedback, and complaints in a timely and effective way. This helps us understand the issue, communicate clearly with the person involved, keep accurate records, and take appropriate action where needed. Using this information also allows us to review concerns fairly, improve our services, and prevent similar issues in the future. We only use personal data for as long as necessary to deal with the query or complaint, and we handle all information carefully and in line with data protection law.
• Directly from you
• Family members, friends, carers or those that aid with digital usage
We retain your personal information for as long as your account remains active or you remain subscribed to our services. Your information will be securely deleted or anonymised once you close your account or unsubscribe, unless a longer retention period is required or permitted by law.
We use a third-party provider, MailChimp, to send out our weekly newsletter and course correspondence, including booking confirmations, by email. When you subscribe to our newsletter, or book a course, and enter your email address on our website, it is sent directly to MailChimp and is subject to their privacy and security policies which are available on their website.
We also use FundraiseUp, a cloud-based fundraising platform designed to help organisations, particularly nonprofits, create, launch, and manage online giving campaigns. When making a donation, you may be required to share personal information which will be subject to their privacy and security policies; these are available on their website.
Others we share personal information with:
• Organisations we need to share information with for safeguarding reasons
• Relevant regulatory authorities
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
Organisation name: Mailchimp
Category of recipient: Email marketing and automation software
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Organisation name: FundraiseUp
Category of recipient: Financial technology company providing online donation platforms for non-profits.
Country the personal information is sent to: United States
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
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 at:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
