Marina WI Privacy Notice and Pledge
Please read this notice in conjunction with the National Federation of Women’s Institute (NFWI) Privacy Policy (https://www.thewi.org.uk/privacy-policy) which explains how NFWI manage the different types of personal information they collect and the ways they use it. As a member, in ‘MYWI’ within the NFWI website, you can access digital services and training. (https://mywi.thewi.org.uk)
Marina WI acknowledges that the protection of personal data is a fundamental right under UK General Data Protection Regulation (GDPR). We adhere to The Data Protection Act 2018 (DPA) which regulates the processing of information relating to Marina WI members.
Who are we?
We are Marina WI, Portishead, one of the independent charities that sit under the NFWI umbrella.
The Women's Institute (WI) was formed in 1915 to revitalise rural communities and encourage women to become more involved in producing food during the First World War. Since then, the organisation's aims have broadened, and the WI is now the largest voluntary women's organisation in the UK.
The WI is a three-tiered organisation:
- The NFWI is the national charity, set up to represent WI members across the UK and provide guidance and support to federations and WIs. The NFWI board provides overall leadership to the WI organisation.
- Federations are charities providing opportunities for various activities for WI members in their region. There are 69 federations across England, Wales, and the Islands.
- WIs are independent local charities open to any women over the age of 18. There are approximately 6,300 WIs across England, Wales, and the Islands.
How do we process the information you give Marina WI?
When you apply to join Marina WI, you will be required to complete a confidential member registration form i.e. Your personal details which are: - full name, address, telephone number, and e-mail address.
Our MCS (Membership Communication System) representative, who sits within the Marina WI committee, will upload these details onto the WI Central Internal Database of all members and is responsible for keeping it up to date.
The MCS rep will securely destroy your form once processed. The Treasurer of Marina WI fulfils this role, but this may change.
We suggest that you take a copy of the form you submit for your records. It will act as a reminder of the details you provided.
Please advise if you change any of your personal details.
Within Marina WI, only committee members who need to manage your personal data, or send you email communications, will have access to your personal email address. Managing personal data locally comprises recording, updating, and deleting personal data, including email addresses, in the MCS and in the marinawi1915@gmail.com Google account (which only holds names and email addresses).
Marina WI email communications will typically be in the form of newsletters, minutes of general meetings, notifications of up-and-coming local events, and national items of interest that we have been asked to disseminate by the WI Federation.
The photo consent form you sign will be retained by Marina WI as confirmation that you agree to be photographed or filmed whilst enjoying activities within Marina WI. You were given details of your rights when you signed. You can see this information if you need to, and you can withdraw your consent at any time. You do not have to sign this permission. If we are taking photographs at an event, we will give a fair warning so you can keep out of the shot.
When you are no longer a member of Marina WI this form will be destroyed.
Lawful Processing.
We collect and use your personal information with your consent in order to manage your membership on a local level. e.g. Completion of the confidential membership form/photo video consent form and your bank details the latter of which is to record payment of your membership. For example, we send you a monthly newsletter and we seek your permission to take photographs /video footage to help the aims of National and local WI activities.
If you have agreed to have your photo/ image taken you have also been given a section of the photo consent form that explains the purpose of the consent and your rights.
Should you agree to receive a Marina WI newsletter please be reminded that it is for your information only and not shared with others outside of Marina
Marina WI will not sell, rent, or lease your personal information to others.
Please note that you are in full control of the information held in the MCS and within Marina WI. If you would like to update any of your details, rectify incorrect data, remove permissions (e.g. Photograph), or would like to see the information held within the MCS please speak to the Marina WI’s MCS Rep.
Marina WI record our local data collection processes on a data mapping spreadsheet to ensure we record what we collect, why we collect it, and who has access.
Securing your personal information.
Marina WI will take all reasonable technical and organisational precautions to prevent the loss, misuse, or alteration of your personal information. We restrict access to those who have a need to know.
All committee members are fully aware of the need to protect and securely store personal data and if it, for any reason is needed to be collected in a paper format they understand that GDPR still applies. e.g. Registration form to attend a function, event, or trip and the photo consent form. Paper documents are securely destroyed once the need is complete.
As the WI is about friendship, members can share their contact details among themselves as they feel comfortable. Sub club members will decide amongst themselves how best to communicate with one another and will come to a mutual arrangement and consent about sharing their personal contact details.
Marina WI has a members-only Facebook site. It is not compulsory to join. It is an additional service Marina WI provides. It is a site where local events in the area or information that members might be interested in and are posted by the Marina WI committee social media representative. She also administers the site. Members can post items they feel other members might like to see.
When you leave Marina WI, you will be removed from this site.
How long do we keep your personal information?
Onceyou relinquish your membership of Marina WI, we will endorse MCS and on a local level, we will remove your details from our e-mail address list and ensure we destroy any paperwork that may hold your details.
Any paper that records personal information is destroyed the minute it is no longer required.
This privacy policy can be accessed on the Marina WI website.
A paper copy is available at all times at every monthly meeting. Please ask if you would like a copy.
Your rights and preferences
You have the right to ask NFWI what data is held about you - Please see their policy.
You have the right to request corrections or deletions of information. You can ask Marina WI to stop using photos/videos of you at any time.
You have the right to lodge a complaint regarding data protection issues with Information Commissioners Office (https://ico.org.uk/make-a-complaint)
Any questions please contact us on:
Date: 2nd August 2022.