Privacy Policy

Last updated: February 2026

Organisation: Waltham Forest Council for Voluntary Service (WFCVS)

1. Introduction

Waltham Forest Council for Voluntary Service (WFCVS) is committed to protecting and respecting your privacy. This policy explains how we collect, use, store and share your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

WFCVS is the data controller for the personal information we process, unless otherwise stated.

2. What Information We Collect

We may collect and process the following types of personal data:

•       Name, email address, telephone number and postal address

•       Organisation name and role (for member organisations and partners)

•       Information you provide when completing forms on our website, subscribing to newsletters, or registering for events and training

•       Records of correspondence if you contact us

•       Website usage data including IP address, browser type, and pages visited (see our Cookie Policy for details)

•       Financial information where necessary for processing membership fees, donations or grant payments

•       Equality and diversity monitoring information (provided voluntarily)

3. How We Use Your Information

We use your personal data for the following purposes:

•       To provide our services including infrastructure support, training, networking and information to voluntary and community sector organisations in Waltham Forest

•       To manage membership records and communications

•       To send newsletters, event invitations and sector updates (with your consent)

•       To process event and training bookings

•       To respond to enquiries and provide advice and support

•       To fulfil our contractual and funding obligations

•       To monitor and evaluate our services and demonstrate impact

•       To comply with legal and regulatory requirements

4. Lawful Basis for Processing

We process your personal data on the following legal bases:

•       Consent: where you have given clear consent for us to process your data for a specific purpose (e.g. subscribing to our newsletter)

•       Contract: where processing is necessary for a contract we have with you or your organisation

•       Legitimate interests: where processing is necessary for our legitimate interests as a voluntary sector infrastructure organisation, provided these are not overridden by your rights

•       Legal obligation: where we need to comply with a legal requirement

5. How We Share Your Information

We do not sell your personal data to third parties. We may share your information with:

•       Funders and commissioners where required for monitoring and evaluation purposes (anonymised or aggregated where possible)

•       Service providers who process data on our behalf (e.g. email marketing platforms, IT support) under appropriate data processing agreements

•       Partner organisations where necessary to deliver joint projects or services, and only with your knowledge

•       Legal or regulatory bodies where required by law

6. How We Store and Protect Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction or damage. This includes secure storage systems, password protection, encryption where appropriate, and limiting access to authorised personnel only.

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law or funding agreements. Our standard retention period is three years after last contact, unless a longer period is required.

7. Your Rights

Under UK data protection law, you have the following rights:

•       The right to be informed about how we use your data (this policy)

•       The right of access to your personal data (subject access request)

•       The right to rectification of inaccurate data

•       The right to erasure (the right to be forgotten) in certain circumstances

•       The right to restrict processing

•       The right to data portability

•       The right to object to processing

•       Rights related to automated decision-making and profiling

To exercise any of these rights, please contact us using the details below. We will respond to your request within one month.

8. Changes to This Policy

We may update this policy from time to time. Any changes will be posted on our website with the updated date shown above. We encourage you to review this policy periodically.

9. Contact Us

If you have any questions about this privacy policy or wish to exercise your data protection rights, please contact:

Data Protection Lead

Waltham Forest Council for Voluntary Service (WFCVS)

c/o Hornbeam Centre, 458 Hoe Street, London, E17 9AH

Email: rita.chadha@wfcvs.org.uk

If you are not satisfied with our response, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.