CWA Privacy Policy - Training and Events
Who we are
The Community Woodlands Association (CWA) is a Scottish Company Limited by the Guarantee (No: SC275097) and Charity (No: SC038374).
Our Registered Office is: Old Poltalloch, Kilmartin, Argyll, PA31 8RQ.
This privacy notice tells you what data we collect and what we use it for. It covers:
CWA virtual events
CWA mentoring programmes
CWA site visits and exchange visits
Annual General Meeting
Annual Conference
What information do we collect?
We collect a range of information from delegates including (but not limited to) name, job title, organisation, address, phone number, email, access/dietary requirements and name/email for your organisation's nominated training coordinator (if necessary).
Photography and filming may occasionally take place at our events. This is used for publicity purposes by CWA and for members to be able to access previous training events online. If you have stipulated that you do not wish your photograph to be taken/used for publicity, you will be given a yellow badge to wear and no images featuring you will be used.
If you are a presenter at one of our virtual training events, then we will collect your email address in order to communicate with you, to send you the link to join the virtual event, and then to request you invoice us. Once you submit an invoice, then we will share your bank details with our employee to process the payment, and with our accountant as part of our financial accounting.
If you require to submit an expenses form, either as part of an exchange/site visit or as part of the mentoring programme, then we will share your bank details with our employee to process the payment, and with our accountant as part of our financial accounting. Your name may additionally be shared with external funders, such as Scottish Community Alliance, as part of our external funding reporting.
If we are recording an online event where participants are visible, you will be given prior warning to switch your camera off should you not wish to be visible on the recording.
At our Annual Conference, we will issue delegates with name badges that includes the name of the organisation/ community woodland group which they are representing.
For the Annual Conference, we will use a third party booking system and their privacy policy can be found here.
As part of the mentoring scheme, mentors will be sought as volunteers and their personal data and information shared about professional competences will be sought. Mentees (community woodland groups) will sign up to the scheme, and the named contact information will be sought by CWA.
How we use the information?
We use your information to contact you with confirmation of your booking/ attendance. We also use it to send reminder emails and information about the event. It is used to produce delegate lists for our use and to share confidentially with the presenters/ hosts.
We will also ask you for feedback after you have attended a CWA event, training course or site visit. This is important for CWA to be able to reflect on the participants’ experiences and to inform areas for improvement. We also seek feedback to inform our funders of the impact of our events. Your personal data is not shared in that feedback process.
When appropriate/ necessary we share your details with relevant third parties including trainers, caterers, venues and additional support providers for administration of the event and to ensure your needs are met.
Photographs and films taken at CWA events will be used for CWA publicity – including website, social media and publications and promotional materials - see additional information in the Photography Privacy Policy.
If we are recording an online event, this will be clear at the beginning of the event and you will be given a variety of options you can follow. You will also be informed of the channel where to find the recording post event.
CWA uses MS Teams for our online events. Access to online events is only granted to people who have pre booked, this is for security purposes. Can we be more specific?
As part of the mentoring scheme, mentors will be asked to offer their mobile numbers to create a WhatsApp group (or similar platform) to communicate together as a cohort.
The name and contact details of mentors will be shared with mentees in advance of the professional relationship beginning so that both parties can communicate together. This is also the case for the ‘named contact’ on behalf of the mentee community group. Personal information from both parties will be held for 6 years and then deleted.
For reporting purposes your information will be anonymised.
For funding purposes, your information will be deleted after 6 years.
If the training or event had no associated finding?funding? requirements, then your information will be held for two years and then deleted.
Your rights over your information
By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate.
You can also ask us to give you a copy of the information and to stop using your information.
To submit a request for your data, please contact us by email, post or telephone, please use the contact information provided above.
How to contact us
You can contact us by email at: admin@communitywoods.org
Your right to complain
If you have a complaint about our use of your information, you can contact the Information Commissioner's Office online at https://ico.org.uk/concerns or by phone on 0303 123 1113.