This privacy notice tells you what to expect when Via Wings collects personal information. It applies to all the information we collect about :
* visitors to our website
* people who use our services
* Volunteering and job applicants
* our current and former volunteers and employees
* feedback and comments on our website and blogs
Visitors to our website
When someone visits Via Wing’s website we use a third party service (WordPress) to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow WordPress to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website we will be upfront about this, We will make it clear when we collect personal information and will explain what we intend to do with it.
Our website search and decision notice search is powered by WordPress/Automattic. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either Via Wings or any third party.
We use a third party provider ( Mailchimp) to deliver our newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information please see Mailchimps privacy notice
Links to other websites.
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
People who use our services
Via Wings offers various services to the public
We have to hold details of the people who have requested the service in order to provide it. However, we only use those details in order to provide the service and for other closely related purposes ( eg for monitoring outcomes) When people give us their details they are free to ask us to delete them at any time and are made aware of this.
Volunteering/Job applicants, current and former employees
Via Wings is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us ( firstname.lastname@example.org) We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurances as to their trustworthiness, integrity and reliability. With this in mind we will ask you to provide proof of your identity and qualification. You will be asked to complete an Access NI criminal record check and we will contact your referees. If we make you an offer of employment we will ask you for bank details and an emergency contact number in case of an emergency at work
What will we do with the information you provide to us?
All of the information you provide during application for volunteer or work positions will only be used for the purposes of progressing your application or to fulfil legal or regulatory requirements if necessary. We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store your information outside of the European Economic Area. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format.
We will us the contact details you provide us to contact you to progress your application. We will use other information you provide to assess your suitability for the role you have applied for. We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
If we take notes during the interview process Via Wings will hold this information in order to make decisions on your application. This information will not be made available to any staff outside our recruitment team in a way which can identify you.
If you are employed by Via Wings relevant details about you will be provided to Mr Peter Branker who provides payroll services to us. This will include your name, bank details, address , date of birth, NI number and salary
How long is information retained for?
Employees’ application information will be retained by the employer for the duration of your employment plus 6 years. This includes your criminal records declaration, fitness to work and records of security checks and references.
Unsuccessful candidates information will be retained for 6 months from the closure of the application process. If you would like us to contact you should further suitable vacancies arise you can ask us to keep your details on record for longer.
Interview notes will be retained for 6 months following the closure of the process
Equal opportunities information is retained for 6 months following the closure of the process whether you are successful or not.
Access to personal information
Via Wings tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘ subject access request’ under the Data Protection Act 1998
. If we do hold information about you we will :
* give you a description of it
* tell you why we are holdinbg it
* tell you who it could be disclosed to and
* let you have a copy of the information in an intelligible form
To make a request to Via wings for any personal information we hold on you you need to put the request in writing addressing it to Mrs Gail Redmond, Founder at the address below. If you agree we will try to deal with your request informally over the telephone.
Under the Data Protection Act 1988 you have rights as an individual which you can exercise in relation to the information we hald about you. You can read more about these rights here
People who email us
We use KHost (Roundcube) to encrypt and protect email traffic in line with government. If your email service does not support this service you should be aware that any emails we send or receive may not be protected in transit.
We monitor emails, including file attachments, for viruses and malicious software. Please be aware that you have responsibility to ensure that any email you send us is within the bounds of the law
We use WordPress to publish our blog and use a standard WordPress service to collect anonymous information about site traffic. WordPress requires visitors who want to post a comment to enter a name and email address. For more information about how WordPress processes data please see Automattic’s privacy notice
Via Wings tries to meet the highest standards when collecting and using personal information. For this reason we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures. This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive details of all aspects of Via Wings collection and use of personal information. However, we are happy to provide any additional information of explanation needed. Any requests should be sent to the address below.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 4th April 2018
How to contact us
33 Market Square