About

Data Protection and Privacy Policy

Purpose

Groundwater Relief collects information about it's supporters and it's members.

At Groundwater Relief, we are committed to protecting the security and privacy of both our supporters and members personal information by handling it in accordance with data protection laws in the UK. This privacy statement outlines how we collect and use this personal information.

Groundwater Relief's GDPR key principles

  1. Lawfulness, fairness and transparency

    Data will be processed lawfully, fairly and in a transparent manner.

  2. Purpose limitation

    Data will be collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;

  3. Data minimisation

    Data will be adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.

  4. Accuracy

    Data will be accurate and, where necessary, kept up to date. Every reasonable step is taken to ensure that personal data which is inaccurate or no longer required for the purposes for which it was collected is updated or erased.

  5. Storage limitation

    Data will be kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals”

  6. Integrity and confidentiality

    Data will be processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures

  7. Accountability

    Groundwater Relief shall be responsible for, and be able to demonstrate compliance with all the principles stated.

What information do we hold?

We collect and hold personal information from our members and supporters. This information is collected via a membership form or supporters form.

Personal information includes: contact details, correspondence and gift aid permission (applicable to UK tax payers only). In addition for our members we also collect information including: professional skills and history; CVs; expressions of interest in projects; details of members involvement on projects and their performance whilst supporting projects; and feedback.

    When members commit to the Rapid Response Unit membership or project involvement, we may also collect more sensitive personal data that are considered to be in special categories which requires additional protection and security. This type of personal data includes: Vaccination records; medical information; emergency contact details; bank details; and passport details.

      How do we use personal information

      The most common use of personal information is to inform our membership of opportunities and to support members engagement on Groundwater Relief projects.

      We also inform both our membership and supporters of news related to Groundwater Relief's work and fundraising events.

      Data sharing

      We do not share membership or supporter data with any external parties. The exception is when a member volunteers to support a particular project. In this case the member automatically provides Groundwater Relief permission to share personal information with the organisation and individuals who are engaged on that project on a need to know basis. For instance the sharing of email addresses to allow members to make contact with other members. Access to this information is restricted via individuals involved in the project.

      Data Security

      Groundwater Relief holds data on a central stand-alone database that is password protected. Access to Groundwater Relief membership and supporters personal data is limited to Groundwater Relief staff.

      If there is a suspected security breach we will immediately notify all who have been affected.

      Data Retention

      Groundwater Relief only holds personal information for as long as necessary to fulfill the purpose for which it was collected. The main purpose we retain personal information is to inform members of ongoing volunteering opportunities and to engage them directly with project work; or to inform members and supporters of Groundwater Relief news or fundraising events.

      Members and Supporters rights

      It is our members' and supporters' responsibility to inform us of changes to their personal information. This will help ensure the data we hold is up-to-date and accurate.

      As a member/supporter, it is your right to:

      • Know how we collect and use your data.
      • Request access your personal information we hold to ensure it is accurate and correct and check that we are lawfully processing it. This is known as a “data subject access request”.
      • Request removal of your personal information from our database at any time.
      • Request a restriction or deny processing of personal information.
      • Request a transfer of your personal information to another party for reuse across different services.

        If you would like to exercise any of these rights, please email admin@groundwater-relief.org There will be no charge for this service. A small donation to Groundwater Relief would greatly appreciated to cover administration fees.

        To exercise your right to access your information, we will request some personal information from you to confirm your identity to protect your data from unlawful access by someone else.

        Consent withdrawal

        Should you wish to no longer be contacted by Groundwater Relief please email admin@groundwater-relief.org and we will remove your details from our database immediately. This means we will no longer hold or process your personal information for the purpose it was originally collected.

        How to complain?

        If you would like to make a complaint to us directly regarding how we collect, store or use personal data, please email your concern to admin@groundwater-relief.org. If you would like to lodge a complaint with the Information Commissioner’s Office, the UK supervisory authority, you can do so at: www.ico.org.uk/make-a-complaint