This privacy statement applies to all activities of the Waltham Forest Oral History Workshop (WFOHW) and Waltham Forest Oral History Workshop CIC (WFOHWCIC) and is intended to inform you about what personal data we retain, the lawful basis and legitimate interest for which we hold it, how we process the data and store it, and how you can access and update your data.
There are many ways people interact with WFOHW, including:
- browsing our website
- corresponding with us
- agreeing to make, or making, a sound or video recording
- having made a sound or video recording in the past, whether directly for WFOHW or another organisation who has archived their material with us.
- + to be part of the organisation
When you interact with WFOHW in a manner which requires personal data to be stored you will now be asked to consent to the processing and retention of data as outlined in this privacy and data storage policy document, using the following wording:
I hereby consent that WFOHW can store, process and retain my personal data in order to pursue its aims, objectives and activities. I understand that full details of how WFOHW stores and processes my data are stated in the ‘Privacy and Data Storage Policy’ at www.wforalhistory.org.uk.
I understand that I may ask to see my personal data at any time, and request that it is amended or updated. To make such an enquiry I will contact WFOHW at oh@wforalhistory.org.uk.
Why do we store personal data?
Personal data is stored as part of the legitimate activities of WFOHW and WFOHW CIC.
We use your personal data only in connection with the aims, objectives and activities of WFOHW. These are:
- to make and archive recordings of life in Waltham Forest and surrounding areas in the public interest
- to operate a permanent public reference archive for use in research, publication, education, lectures and broadcasting.
Personal data may be stored, processed and made publicly available as part of our legitimate activities; sensitive data may be stored, processed and made publicly available because it is necessary for archiving purposes in the public interest.
Some personal data may be transferred or stored outside the UK or EU or EEA.
How data is stored by WFOHW
Personal data is stored as paper records, on hard drives, on other removable media, and in offsite or ‘cloud’ storage, in a number of locations; at all times it is stored with appropriate security and protection. Appropriate records are kept of where, how and by whom data is stored.
WFOHW would only pass personal data to any other individual or organisation in connection with its legitimate activities or as required by law.
What if there is a data breach?
In the event of a data breach all WFOHW members will be informed; if this is a deemed a serious breach the organisation will inform the Information Commissioner’s Office within 72 hours and take steps to contact the affected parties.
How can I find out about any of my personal data held by WFOHW?
The General Data Protection Regulation (GDPR) states that individuals can access and request a copy of their personal data in order to check its accuracy and verify the lawfulness of the processing. Individuals can apply for such information using a Subject Access Request. More information regarding the procedure for making a Subject Access Request (SAR) can be found here.
If you wish to make a SAR enquiry please contact the organisation at oh@wforalhistory.org.uk.
What types of data do we collect and store?
The type and amount of information WFOHW and our agents receive and store depends on how you interact with WFOHW, use our website and engage in our various activities. We address each type of interaction below:
1. Browsing our website
We do not store information about you if you simply visit our website. Our web server collects anonymous data on use of the website and its different sections. This provides us with valuable information for future changes to the website to make it a better experience for users.
Cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
2. Contacting the organisation
What personal data do we hold?
- Your name (as supplied by the email or as given)
- Your email (as supplied by the email or as given)
- Your phone number (if supplied)
- Your postal address (if supplied)
- Any other details supplied to us.
Because of the voluntary nature of WFOHW’s work and activities, several people may hold some or all of this data at the same or different times, and in different places.
These details will be retained for a length of time which may exceed one year, to ensure smooth running of the organisation and record-keeping.
3. Sound and/or video recordings
What personal data do we hold?
- Your name
- Your email (if supplied)
- Your phone number (if supplied)
- Your postal address (if supplied)
- Your age and/or date of birth (if supplied)
- Other personal data, depending on the content of an interview.
Some or all of this personal data will be publicly available in accordance with the legitimate interest of WFOHW, and in the public interest.
4. Records of sound and/or video recordings
Such records may be physical records eg on paper, and may be known as summaries, transcripts, transcriptions, notes, or other names; records may be digitised versions of such paper records, and may be machine-readable or not; records may be entirely digital, and may be data in the form of spreadsheets, databases, word-processed documents, notes, or other forms.
What personal data do we hold?
- Your name
- Your email (if supplied)
- Your phone number (if supplied)
- Your postal address (if supplied)
- Your age and/or date of birth (if supplied)
- Other personal data, depending on the content of an interview.
Some or all of this personal data will be publicly available in accordance with the legitimate interest of WFOHW, and in the public interest.
This Privacy and Data Storage Policy will be governed by and construed in accordance with English law and the jurisdiction of the English courts.