6. How we use personal information
6.1 We will only use your personal information for the purpose which it was provided to us for and in ways that you would reasonably expect.
Member organisations
6.2 We will use the personal information of some individuals at our member organisation for communication purposes. We will email and post you information about events, courses, our services and other items of interest, as part of your membership. If you would like to opt out or unsubscribe from receiving some of this information, then please contact your relationship manager in the first instance. Our legal basis for using your personal information in this way is for the performance of a contract.
Volunteers
6.3 We will process your personal information if you choose to volunteer with us working directly with girls in your country, supporting adults working with them, fundraise for us, or to be part of a WAGGGS committee or volunteer at one of our World Centres. We will keep a record of your contact details, experience and qualifications. Our legal basis for using your information in this way is for our legitimate interest. It may also be necessary to run DBS and other checks to identify any activities we need to be aware of; we will seek your consent before doing so.
Programmes and events
6.4 If you register for one of our programmes or events, we will use the information you provide to us to process your registration and enable you to attend. This may include sharing some of your information with our member organisations and volunteers that are involved in running an event or programme. Our legal basis for using your personal information in this way is for the performance of a contract.
6.5 We may also share your medical information if necessary with the member organisation and volunteer if you choose to provide that to us. If you choose to provide us with your personal data (including, but not limited to, dietary and/or accessibility requirements), we may share them with third parties that we use to provide services at our events. We will collect and use your medical and dietary information with your consent.
Campaigns
6.6 If you choose to participate in one of our campaigns, we will use the information you provide to us as expected for that campaign. Our legal basis for using your personal information for campaigning is for the legitimate interest of WAGGGS and fulfil our objective to influence people to take decisions that will improve our lives and the lives of others. Any further email communications to you about the campaign will include an unsubscribe function to enable you to inform us that you no longer wish to opt out of that particular campaign.
Advocacy
6.7 We will collect personal information from you if you choose to participate in one of our advocacy events, such as the UN climate change conference or the UN Commission on the Status of Women. We need this information to organise your involvement. Our legal basis for using your personal information for this purpose, is for the legitimate interest of WAGGGS and to fulfil our advocacy objective of influencing people to take decisions that will improve our lives and the lives of others.
Case studies
6.8 We only use your personal information in case studies when you have consented for us to do so. We will make it clear to you how we might use your information and who we may share it with; again, we will only do so with your permission. Our legal basis for using your personal information in case studies is your consent.
Photographs and recordings
6.9 We use photographs and recordings to promote WAGGGS and the work that we do. This might be to advertise our programmes and events, and to support our campaigning and advocacy work. We take photographs and recordings of people attending our programmes and meetings. We also take photographs and recordings of people to agree to be the subject of one of our case studies. We always obtain permission from the individual to take and use their image and explain how we intend to use it. Our legal basis for using personal information for this purpose is consent.
Surveys
6.10 If you choose to take part in one of our surveys, we will use the personal information that you provide to process the results of the survey and undertake analysis. We will not share the personal information that you provide in a survey with any other organisations. Survey results will be anonymised before being shared or published.
Grants
6.11 If you apply to for one of our grants, we will use your information provided to us to process your application, and if appropriate, administer and manage the grant. Our legal basis for using your personal information for this purpose is to fulfil our legitimate interest as a grant giving organisation.
Legacies
6.12 If you kindly make a legacy pledge to us, we will use your personal information to manage your legacy. Our legal basis for using your personal information for this purpose is to fulfil our legitimate interest and fundraising objective. This will include sharing some of your information with solicitors.
Donations
6.13 If you kindly donate to us, we will use your personal information to collect your donation and maintain a record of our supporters. Our legal basis for using your personal information for this purpose is to fulfil our legitimate interest and to raise funds for our work.
World Centres
6.14 If you make a booking to stay as a programme or independent guest at one of our World Centres located in Mexico, Switzerland, India, Africa and the United Kingdom, we will collect and use your personal information to facilitate your visit. Our legal basis for using your personal information for this purpose is for the performance of a contract.
Keeping in touch
6.15 If you opt in to our mailing list we will use the information that you provide to email you information about our events, courses, campaigns and other items of interest. You can opt out or unsubscribe from receiving this information at any time if you wish. Our legal basis for using your personal information in this way is your consent.
Training courses
6.16 If you sign up to one of our e-learning training courses, we will use the information that you provide to us to process your registration and provide the course to you. Our legal basis for using your personal information in this way is for the performance of a contract.
Purchases
6.17 If you choose to make a purchase from our online shop, we will use your information you provide to fulfil your purchase. Our legal basis for using your personal information for this purpose is for the performance of a contract.
6.18 We use WorldPay to process payments.
6.19 We will share relevant information with our order fulfilment house to deliver your purchase. We may occasionally also use your contact information to email you information about similar products that you might be interested in. You can choose to unsubscribe from receiving these communications at any time.
Employee and volunteer recruitment
6.20 If you provide us with information about yourself, such as a resume or curriculum vitae, in connection with a job or volunteer application or enquiry, we may use this information to process your enquiry. We will not store this information for any purpose other than that relating to your application. Our legal basis for using your information in this way is for our legitimate interest.
Employee administration
6.21 We will process personal information of our employees to fulfil our contract with them. This includes payroll processing and the provision of training. We are required by law to share some financial information with the HMRC. We may also need to share some personal information with other organisations, for example solicitors, pension providers. We process employee personal information to fulfil our contracts with our employees and meet our legal obligations as an employer.
Processing expenses
6.22 We will use your personal information including your bank account details to process expense claims. Our legal basis for using your information for this is for the performance of a contract.
Governance
6.23 We process relevant personal information about existing and potential trustee and committee members for governance purposes, including elections. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of to ensure that we select appropriate trustees and committee members. Our legal basis for this processing is to meet our legal obligations with the Charity Commission and Companies House and other relevant regulatory bodies in other territories.
Safeguarding
6.24 When necessary, we process relevant personal information about individuals at our member organisations, volunteers, and employees for safeguarding purposes. This might include undertaking DBS and other checks to identify any criminal and other activity we need to be aware of and casework. It may be necessary to share some personal information with relevant authorities such as the police. Our legal basis for this processing is to meet our legal obligations.
Complaints
6.25 If a complaint is raised with us, we will process the personal information that is provided to us to manage and resolve the complaint. Our legal basis for using personal information for this purpose is legitimate interest.