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Privacy Policy

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)

Forest Row 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 Forest Row WI members.

Who are we?

We are Forest Row WI, Forest Row, East Sussex 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 Forest Row WI?

When you apply to join Forest Row 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 Forest Row 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 Membership Secretary of Forest Row 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 Forest Row 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 Forest Row Google account (which only holds names and email addresses).

Forest Row 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 and the local East Sussex WI Federation.

The photo consent form you sign will be retained by Forest Row WI as confirmation that you agree to be photographed or filmed whilst enjoying activities within Forest Row 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 Forest Row 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 Forest Row WI newsletter please be reminded that it is for your information only and not shared with others outside of Forest Row

Forest Row 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 Forest Row 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 Forest Row WI’s MCS Rep.

Forest Row 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.

Forest Row 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.