PRIVACY NOTICE OF WORK WEST.
Reviewed and updated 10th October 2023.
This Privacy Noticeis in the form of a series of questions about how Work West processes your personal information.
What lawful basis for processing my personal information does Work West rely on?
This depends on which category of person you fall into. These are:
· Legal owners of Work West (ie the Board of Directors)
· Employee of Work West
· Tenant of Work West
· Business client of Work West
· Lawful visitor to Work West
Each employee of Work West has a contract of employment and each tenant renting from us has a written tenancy agreement, and our lawful processing is based on these agreements, depending on which of the above categories you fall into. Work West receives funding from a variety of sources for projects on terms which are contractual and if you are a business client participating in a project, we will process your personal information for that purpose.
There are special arrangements detailing the operation of security cameras at our two sites and for the security of our management information systems.
How is my personal information processed?
Your personal information is processed by Work West on a person-to-person basis with you and with others having a legitimate role in your project and only in relation to the category as listed above into which your fall. The Chief Executive and Property Manager may also process your personal information with the Board of Directors to enable it to carry out its duties in managing Work West.
Who processes my personal information in Work West?
Your personal information is used only for your particular involvement with Work West. It is used by the Chief Executive or property manager or your business advisor in relation to Work West projects in which you are participating.
Can I request details of what personal information Work West holds about me?
You have a legal right to request details of what personal information we hold about you. You may make your request in writing or by email. The request is free of charge. We must reply within thirty days at the latest.
We need only to be satisfied that a request has come from you rather than from any other person. This is important but will rarely create a problem.
A request for personal information will be passed immediately to the Chief Executive who will reply directly to you.
Can I have my personal information corrected, amended or deleted?
Yes. This will be done on request by you and as agreed with you at any time and free of charge.
In addition to correcting and amending your information, we will at your request, restrict its use or delete it or transfer it elsewhere as directed by you. If you have given consent about any use of your personal information, you may withdraw or amend this at any time.
Have you any other information about your policy on handling personal information?
Our Data Protection Policy document gives background information about Work West. It is intended to give more transparency to what we do and is available on our web page, in hard copy in various locations at our sites or on request to any member of staff.
Our Procedures Document goes in to greater detail about actual steps which we take. Although it is an internal management document not intended for publication outside of Work West, we can go through this document with you on any matter of interest to you.
How does Work West collect information about me?
We collect personal information about you directly from you. We do not collect personal information about you from other sources.
Is there any other use of my personal information?
Social media is not used except where our business advisor employs it to advance or publicise your project. We have special guidelines on the use of social media.
For how long does Work West keep my personal information when my relationship with you has ended?
We keep personal information while the purpose for which it was obtained continues. We retain information about projects you were involved in as required by funders or for our accountants in relation to company law and charity law requirements and other legal requirements. Otherwise, we do not keep your information as it is deleted when the purpose has been achieved. If you agree, we may keep your personal information to contact you at a later date.
Are there any outside agencies which have access to my personal information?
There are two such agencies, namely our security camera operators and our software security firm. We have a written agreement with each such agency restricting the use of the security cameras to protect and manage our business premises, and restricting the operation of the software security firm as a back-up service for our management information systems.
How are the security cameras managed at Work West’s two sites?
There are security cameras at each of Work West’s two sites, operated by a security company. Our Property Manager can view content on them. The written agreement with the security company ensures their compliance with data protection law.
The cameras are used to secure and manage the two sites. They are not used for any other purpose. Notices show where the cameras operate. Images are kept for 31 days and are then destroyed by the security company. They are not given to any third party except where there is a request from a criminal or civil law authority which must be complied with.
How secure is my personal information from external attack?
We employ a software security company to ensure that we are protected. Mobile phones, laptops and other devices used by our staff are password protected. Hard copy documents are under the control of our Chief Executive who with our Property Manager looks after archived documents and obsolete hardware in a secure unit.
How do I make a complaint?
You may complain either to Work West or to the Information Commissioner or to both.
For Work West write to or email the Chief Executive. If your complaint is about the Chief Executive, write or email using the address below to the chair of the Board of Directors. Contact details are given below.
What are your contact details?
Postal address: Work West, 301 Glen Road, Belfast, BT11 8BU.
Telephone: 028 9061 0826
Email address: firstname.lastname@example.org
The Information Commissioner contact details are:
Postal address: 3rd Floor, 14 Cromac Place, Belfast BT7 2JB.
Telephone: 0303 123 1114
Email address: email@example.com