Why do we collect and use personal data?

We do this to give advice, information and support.  We also gather some personal data to help us understand how to improve our services, to resource our work and to promote our legitimate interests as a charity.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include: our legitimate interests as a charity providing advice, information and support services and the legitimate interests of our beneficiaries; the contracts and funding agreements we have with bodies such as the Legal Aid Agency to provide legal advice; our legal obligations, including those related to social security regulations and social welfare law, terrorism and money laundering; and your consent to process personal data for particular purposes, including consent to receive direct marketing.

What kinds of personal data do we collect and use and where we do get them from?

We gather your personal information and the personal information of others involved in your case or enquiry when you visit us in person, use our websites, complete printed paper forms, speak to us on the telephone, complete surveys or questionnaires or communicate with us by post, e-mail, online or other channels. Information is recorded in paper files, electronic files and cloud-based case management systems.  In line with the advice we give, some of this personal data is sensitive, relating to health, finances, social welfare, employment, protected characteristics and other circumstances. 

We use some of this sensitive information to generate anonymised reports and undertake statistical analysis to identify and evidence the needs and issues faced by our beneficiaries and resource our work.  This could for example include the proportions or numbers of women experiencing a particular type of legal issue or state failing, or with a given personal characteristic (such as health condition or ethnicity).

We collect and use your personal data when you sign up for newsletters or other direct marketing communications, including e-mail newsletters.  We also collect and use your personal data for administrative purposes, for example getting your feedback, telling you about changes to our service and responding to complaints or concerns.

Who might your personal data be shared with?

We will only share the personal data of our beneficiaries with third parties when we have explicit consent, subject to the general exceptions listed in ‘Things that apply to all our processing of personal data’.

We may also process the personal data of other people involved in the cases or enquiries of CWJ’s beneficiaries, for example, personal data relating to family members, friends, carers or support workers.

Personal data may be passed to CWJ by our partner organisations and other stakeholders involved in our work, for example in situations where you have given your consent for information to be shared directly with us through referral.  When you provide your personal data to other organisations, you should check their privacy policies carefully.

How long do we keep personal data for?

We keep personal data related to beneficiary cases and enquiries for at least 6 full years after case closure or last contact with CWJ (where the contact is regarding the case or advice given). This enables us to protect both beneficiary interests and the interests of CWJ in regard to legal claims that may arise in relation to work carried out. For some personal data, we may retain information for longer periods depending on our legal obligations, client instructions and any limitation periods that may apply to the case files concerned.

If you continue using CWJ’s services over a period of time, for example in relation to a number of separate issues over a period of years, we will not erase personal data in past case files which are over 7 years old whilst other more recent personal data is being retained.  This is to ensure continuity of service and avoid loss of information that may be relevant.

Why do we collect and use personal data?

We do this to process donations we may receive from you, to claim Gift Aid on these donations and to update you on how your donations are being used.  We collect and use your personal data when processing event bookings and setting up direct debits or standing orders.  We use your personal data to engage with you as a supporter of our work, for example to provide you with information about our activities, to tell you about how you can support our work and to record the contacts that we have with you.  We collect and use your personal data so that you can participate in our policy and campaigning work, including surveys or research activities.

We collect and use your personal data when you sign up for newsletters or other direct marketing communications, including e-mail newsletters.  We may also collect and use your personal data for administrative purposes, for example responding to complaints or concerns.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include: your consent to collect and use your personal data, including your consent to receive direct marketing communications; our legitimate interests as a charity, including monitoring who we deal with to protect CWJ against fraud, money laundering and other risks; the contracts we may have with you that relate to paid-for events; and our legal obligations, for example, meeting statutory requirements when processing Gift Aid payments.

What kinds of personal data do we collect and use and where we do get them from?

We collect your personal information when you visit us in person, use our websites, complete printed paper forms, speak to us on the telephone, make donations, attend events, complete surveys or questionnaires or communicate with us by post, e-mail or other online channel.  Information is recorded in paper files, electronic files and cloud-based databases.  The personal data we collect will include financial information when you make a donation, set up a direct debit or standing order, or leave us a legacy in your will.

We may receive information about you from third parties, for example from a friend who wants to send you information about our work or book an event on your behalf.

Who might your personal data be shared with?

We will only share your personal data with third parties with your explicit consent, subject to the general exceptions listed in ‘Things that apply to all our processing of personal data’.  Such sharing of personal data with your consent might include sharing your personal details with another named organisation if we run an event or activity in collaboration with them.

How long do we keep personal data for?

We keep personal data that relates to financial records, including paid-for events, for at least 6 years from the end of the last financial year they relate to for CWJ accounting purposes.  Some financial information may be kept for longer, for example information related to legacy gifts. 

We will retain other personal data related to your support for and engagement with CWJ for a period of at least 6 years since the date of your last engagement with CWJ.  We will ensure that you can simply and easily withdraw your consent to be sent information about our work and to indicate your preference for receiving communications in a particular format.  If you withdraw your consent or change your preferences, we may retain a record of your withdrawal of consent or change of preferences for a period of 6 years from the date you notified us: this helps us maintain accurate records and ensure that information is not sent to you in error when you have withdrawn consent.

Why do we collect and use personal data?

We do this to process payments and purchases and to update you on our services and products.  We collect and use your personal data when processing event bookings, to record the contacts that we have with you and to deliver services and products.

We collect and use your personal data when you sign up for newsletters or other direct marketing communications, including e-mail newsletters.  We may also collect and use your personal data for administrative purposes, for example responding to complaints or concerns.  We may make use of personal data that is publicly available to communicate with you about products and services that CWJ provides.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include: the contracts that we may have with you that relate to provision of our services or products, including paid-for training and events; our legal obligations, for example, complying with accountancy requirements when processing payments; your consent to collect and use your personal data, including your consent to receive direct marketing communications; and our legitimate interests as a charity, including monitoring who we deal with to protect CWJ against fraud, money laundering and other risks. 

What kinds of personal data do we collect and use and where we do get them from?

We collect your personal information when you contract with us or express an interest in our products and services.  We collect your personal information when you visit us in person, use our websites, complete printed paper forms, speak to us on the telephone, attend events, complete surveys or questionnaires or communicate with us by post, e-mail or other online channel.  Information is recorded in paper files, electronic files and cloud-based databases.  The personal data we collect will include financial information when you purchase a service or product.

We may receive information about you from third parties, for example from someone who thinks you may be interested in our services or products, or someone who purchases a service or product on your behalf.  We may make use of personal data that is publicly available to communicate with you about products and services that CWJ provides.

Who might your personal data be shared with?

We may share your personal data with third parties as set out in contractual terms and conditions.  We may also share your personal data with third parties with your explicit consent, subject to the general exceptions listed in ‘Things that apply to all our processing of personal data’.

How long do we keep personal data for?

We keep personal data that relates to financial records, including provision of services or products, for at least 6 years from the end of the last financial year they relate to for CWJ accounting purposes.

We will retain other personal data related to your use of CWJ products and services for a period of at least 6 years since the date you last used them.  We will ensure that you can simply and easily withdraw your consent to be sent information about our products and services and to indicate your preference for receiving communications in a particular format.  If you withdraw your consent or change your preferences, we may retain a record of your withdrawal of consent or change of preferences for a period of 6 years from the date you notified us: this helps us maintain accurate records and ensure that information is not sent to you in error when you have withdrawn consent.

Why do we collect and use personal data?

To engage with you as a volunteer or trustee, including your recruitment, induction, training and the activities you undertake in your role.  We collect and use personal data for management and administrative purposes and for internal record keeping, such as the management and facilitation of volunteer activity, safeguarding, conflicts of interest, seeking your feedback, dealing with complaints and to further the charitable aims of CWJ, including the legitimate interests of those we support.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include our legitimate interests as a charity and the legitimate interests of our beneficiaries, including supporting you effectively in your role and fulfilling our duty of care to you; ensuring that CWJ operates effectively and efficiently; and monitoring those who volunteer on CWJ’s behalf to protect the organisation against fraud, money laundering, conflicts of interest and other risks.  We process personal data on the basis of our legal obligations, for example complying with our reporting requirements as a registered charity.  We also process your personal data based on your consent, including your consent to receive direct marketing communications.

What kinds of personal data do we collect and use and where we do get them from?

We collect and use your personal information when you express an interest in volunteering or acting as a trustee or patron and when you undertake such roles and activities. We collect and use your personal data when you visit us in person, use CWJ computer and communication systems and cloud-based services, websites, complete printed paper forms, speak to us on the telephone, attend events, complete surveys or questionnaires or communicate with us by post, e-mail, online or other channels.  Information is recorded in paper files, electronic files and cloud-based databases.  The personal data we collect will include information to assess your suitability to undertake the role in question, and may include processing of sensitive data and personal data relating to criminal offences and convictions, including data processed in relation to the safeguarding of children and vulnerable adults.  We will also process data to enable us to fulfil our duty of care to you, for example, information about any particular health, access or communication needs.  We may process your personal data to further the legitimate interests of our beneficiaries, for example providing your contact details to partner organisations.  We may process your personal data to reimburse expenses incurred in undertaking your role for CWJ.

We may receive information about you from third parties, for example from a friend who thinks you might be interested in volunteering, or someone who provides you with a reference when you apply to volunteer with us.  We may make use of personal data that is publicly available to communicate with you about voluntary opportunities at CWJ.

Who might your personal data be shared with?

We may take up references for any trustee, volunteer or patron undertaking activities for CWJ  We will take up such references during your recruitment.  We may also need to share your personal data, for example as part of safeguarding checks, to enable you to undertake particular activities for CWJ.  This will be done in line with the written hopes and expectations associated with the role to which you have been recruited and in consultation with the person responsible for your recruitment, supervision and support.  Personal data of trustees and directors will be shared with the Charity Commission and Companies House in line with our legal obligations.

How long do we keep personal data for?

We keep application forms and interview notes for unsuccessful volunteer and trustee applications for 12 months.  Records of successful applicants will be transferred to the appropriate volunteer or trustee record.

We keep personal data that relates to financial records, including reimbursement of expenses, for at least 6 years from the end of the last financial year they relate to for CWJ accounting purposes.

We will retain other personal data related to your activities as a trustee, volunteer or patron for CWJ for a period of at least 6 years since the date you last undertook activity on our behalf.  Some data, for example minutes of trustee meetings, or records of people volunteering for CWJ listed in our annual report will be kept permanently for historical and archiving purposes.

We will ensure that you can simply and easily withdraw your consent to being sent information about voluntary activities and to indicate your preference for receiving communications in a particular format.  If you withdraw your consent or change your preferences, we may retain a record of your withdrawal of consent or change of preferences for a period of 6 years from the date you notified us: this helps us maintain accurate records and ensure that information is not sent to you in error when you have withdrawn consent.

Why do we collect and use personal data?

We collect and use your personal data to engage with you as a CWJ partner, funder, supplier or stakeholder.  We collect and use personal data to network and undertake joint activities where we have common interests, to manage our existing income effectively and generate new income for our work, to purchase and use services and products for CWJ purposes, and to publicise and promote our work.  This includes telling you about changes to our activities and services and work to analyse and improve the services we offer.  We may also collect and use personal data when undertaking work on behalf of individual beneficiaries of CWJ.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include our legitimate interests as a charity and the legitimate interests of our beneficiaries, including working with other organisations and individuals in line with our charitable objectives; ensuring that CWJ operates effectively and efficiently; and monitoring CWJ activities to protect the organisation against fraud, money laundering, conflicts of interest and other risks.  We process personal data on the basis of our legal obligations, for example complying with accounting requirements and reporting requirements as a registered charity.  We process personal data on the basis of the contracts that we may have with you that relate to provision of services or products.  We also process your personal data based on your consent, including your consent to receive direct marketing communications.

What kinds of personal data do we collect and use and where we do get them from?

Your information may be shared with us by other organisations, individuals, CWJ’s beneficiaries, employees and volunteers, for example when developing joint projects or undertaking networking activities, or when you have been involved in a beneficiary’s case.  We may receive updated contact information from third parties so that we can correct our records and engage with you more easily.

We may combine information you provide to us with information available from public sources or records in order to gain a better understanding of organisations and individuals who may be interested in engaging with CWJ.  This helps us to generate new income to support our work and deliver our services more effectively.

Who might your personal data be shared with?

We may share personal data with third parties to further our legitimate interests as a charity and the legitimate interests of our beneficiaries.  This might include details of your work in relation to CWJ’s beneficiaries, or other personal data as set out in our contractual terms and conditions.  We may also share your personal data with third parties with your explicit consent, subject to the general exceptions listed in ‘Things that apply to all our processing of personal data’.

How long do we keep personal data for?

We keep personal data that relates to financial records, including provision of services or products, for at least 6 years from the end of the last financial year they relate to for CWJ accounting purposes.

We will retain other personal data related to your engagement with CWJ for a period of at least 6 years since the date of your last engagement with us.  We will ensure that you can simply and easily withdraw your consent to be sent information about our products and services and to indicate your preference for receiving communications in a particular format.  If you withdraw your consent or change your preferences, we may retain a record of your withdrawal of consent or change of preferences for a period of 6 years from the date you notified us: this helps us maintain accurate records and ensure that information is not sent to you in error when you have withdrawn consent.

Why do we collect and use personal data?

We collect and use personal data to engage with you as an employee, worker, self-employed person or contractor in relation to the work you undertake in these roles, including associated recruitment and selection processes.  We collect and use personal data to fulfil our responsibilities as an employer, and for management and administrative purposes including personnel and HR functions, the supervision and monitoring of work, safeguarding, conflicts of interest, seeking your feedback, dealing with complaints, to further the charitable aims of CWJ and the legitimate interests of those we support.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include our legitimate interests as an employer and charity and the legitimate interests of our beneficiaries.  These legitimate interests include ensuring that CWJ operates effectively and efficiently; monitoring CWJ activities to protect the organisation against fraud, money laundering, conflicts of interest and other risks.  We also process personal data on the basis of our legal obligations, for example complying with accounting and reporting requirements as an employer, a registered charity and company limited by guarantee.  We process some personal data on the basis of the contracts CWJ has with you that relate to your employment or work at CWJ.  We also process some personal data based on your consent, including your consent to receive direct marketing communications.

What kinds of personal data do we collect and use and where we do get them from?

We collect and use personal data during the course of your work for CWJ, including: recruitment and selection records; use of CWJ computer and communication systems and cloud-based services; time recording; personnel and HR records, including those related to disability, health, performance and supervision; and other personal data required in order to contract with you, including personal data related to your right to work in the UK and financial details to enable us to make payments to you.  Some of your personal data may be sourced from recruitment agencies and publicly-available sources during recruitment and selection processes.  We collect sensitive personal data, in some cases including personal data relating to criminal offences and convictions, and personal data processed in relation to the safeguarding of children and vulnerable adults.  We will also process data to enable us to fulfil our duty of care to you as an employee, worker, self-employed person or contractor, for example, information about any particular health, access or communication needs.

Who might your personal data be shared with?

We will share your data with other organisations and individuals to comply with our legal obligations.  We will also share your data with organisations that undertake data processing on our behalf, including HR and personnel functions such as payroll administration.  In some circumstances we may need to share your personal data to further the legitimate interests of CWJ and CWJ’s beneficiaries, for example in situations where you are representing a client at tribunal or where you are undertaking work that requires interaction with third party organisations.

How long do we keep personal data for?

We keep the following types of personal data for at least six years since the date of the last record: accident books and records; accounting records; income tax and National Insurance returns, correspondence with HMRC; records of notifiable events in relation to retirement benefit schemes; maternity pay records; wage and salary records; and working time records.

Certain types of record will be kept for longer periods, including records related to pension schemes and pensioners, which will be kept for 12 years from the date pension benefits cease, and records related to parental leave, which will be kept for 18 years from the birth of the child.  If records involve the control of lead, asbestos, other hazardous substances or ionising radiation, special rules apply and records will be kept for periods in excess of 40 years, see https://www.cipd.co.uk/knowledge/fundamentals/people/hr/keeping-records-factsheet.

Certain types of records will be kept permanently, including health and safety assessments and consultations; and senior executive records. 

We keep application forms and interview notes for unsuccessful job applicants for 12 months.  Records of successful job applicants will be transferred to their personnel file.

Why do we collect and use personal data?

We collect and use personal data to analyse the use of our websites and ensure their content is presented in the most effective manner for you and your device (see also our cookies policy).  We use Google Analytics and other services to collect information about how our websites are used. These help us to know how often users visit our websites, what pages they visit when they do so, and how they use our content online.

Our website contains links to other websites belonging to third parties and we sometimes choose to participate in social networking websites including, but not limited to, Vimeo, Facebook, Twitter, LinkedIn and Instagram.

Some areas are designed to allow you to submit personal data, for example to contact us for help or to offer support as a volunteer or donor.  We take your privacy very seriously and data gathered via this channel is collected using a secure connection.

How do we justify this according to data protection legislation?

You don’t have to disclose any of this information to browse our websites. However, if you choose to withhold requested information, we may not be able to provide you with certain services.  When submitting personal data using online forms, the way we use that data subsequently is determined by your relationship(s) to us as described elsewhere in this privacy statement. 

What kinds of personal data do we collect and use and where we do get them from?

Website usage information is collected using cookies. This helps us to see how many people use our websites, how many people visit on a regular basis, and how popular individual pages are. Cookies are also essential to our websites running correctly and delivering services to website visitors. For more information, please see our cookies policy.

Otherwise, this is determined by your relationship(s) to us as described elsewhere in this privacy statement. 

Who might your personal data be shared with?

Your personal data may be recorded by the company who hosts the CWJ website.  If you use social media services such as Vimeo, Facebook, Twitter, LinkedIn and Instagram, you should be aware of their privacy policies and practices.

Otherwise, this is determined by your relationship(s) to us as described elsewhere in this privacy statement.

How long do we keep personal data for?

This is determined by your relationship(s) to us as described elsewhere in this privacy statement.

If you are aged under 18, we take particular care of your personal information.  Please just ask us if you have any questions.

If we get information from you directly, we will tell you why and how we are going to use your personal information.

Sometimes, we use your personal information to help your parent or someone caring for you. 

If you are under 18, CWJ will not normally advise or support you directly.

Children aged 13 upwards may give their own consent in relation to any initial advice or information offered by CWJ, which will typically involve referral to services that specialise in working with young people.

If you are aged 16 or under and would like to participate in an event, make a donation or get involved with supporting our work, please make sure that you have the permission of your parent, guardian or person with parental responsibility.

You need to have this before giving us your personal information.  You also need to make sure that you have the permission of the card holder if making a donation by card.

If we find out that you do not have permission, we will ask you to get permission.