July 10, 2018

Privacy Policy

Hammersmith and Fulham Refugees Welcome is now administered by West London Welcome: www.westlondonwelcome.com


The Hammersmith & Fulham Refugees Welcome (HFRW) group is one of about 100 citizens-led Refugees Welcome groups across the UK. We are a community group of local residents who actively welcome refugees into the Borough of Hammersmith and Fulham (LBHF). The refugees come through the UK government’s Syrian Vulnerable Persons Resettlement Scheme (VPRS) and Vulnerable Children’s Resettlement Scheme (VCRS). The Refugees Welcome movement was started in response to the refugee crisis as a practical way for people to organise and help refugees.

This Privacy Policy applies to information HFRW collects about individuals who interact with our organisation. It explains what personal information we collect and how we use it. HFRW understands that privacy and the security of your personal information is extremely important and we are committed to protecting and respecting your privacy. We aim to be transparent about what we will do with your data and not do anything with it that you would not reasonably expect. We will only use the information that we collect about you lawfully.

This page tells you how we collect, use and store your personal information, as well as what we do to keep it secure. It also outlines your rights over any personal information we hold about you.

If you have any comments or questions about this notice, feel free to contact us at info@hfrefugeeswelcome.uk.


1. Personal data that we process:

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

Purpose Data (key elements) Basis
Enquiring about our organisation and its work Name, email, message Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect.
Subscribing to email updates about our work Name, email Consent – you have given your active consent.
Making a donation Name, email, address, payment information Legitimate interests – this information is necessary for us to fulfill your intention of donating money and your expectation of receiving a confirmation message.
Signing up as a volunteer Name, email, address, date of birth, experience, interest, DBS details, reference details Legitimate interests – this information is necessary for us to fulfill your intention of volunteering with us and processing you application.
Individuals receiving help from us Name, email, address, date of birth, additional special or sensitive personal data Legitimate interests – this information is necessary for us to fulfill your intention to help the individuals.
Website functionality Website activity collected through cookies Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process.


For volunteers, we may gather your information INDIRECTLY, when your information may be shared with us by a third party. For example, you may be recommended to us as a volunteer by a friend or other charity. We way also contact a named referee for a reference.

Social Media: Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.

For individuals, we may gather your information INDIRECTLY, when your information may be shared with us by a third party. For example, if one of our associated charities recommends courses, support etc. for you. Children’s Data: We collect data from and relating to children whom we are supporting. This will never be used for any other purpose and never without a parent’s or guardian’s consent.


2. Data security

Whatever your relationship with us we ensure that there are appropriate technical controls in place to protect your personal details:

  • our database is secure, protected and routinely monitored in order to keep your data safe;
  • we undertake regular reviews of who has access to information that we hold; and
  • we ensure that your information is only accessible by appropriately trained volunteers and contractors.


3. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.

For example, we may use your personal information to:

  • reply to enquiries you send to us;
  • handle donations or other transactions that you initiate;
  • where you have specifically agreed to this, send you marketing communications by email relating to our work which we think may be of interest to you;
  • where we help and support individual and need the information in order to do so.


4. When we share your data

We will only pass your data to third parties in the following circumstances:

  • you have provided your explicit consent for us to pass data to a named third party;
  • we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; 
  • we are required by law to share your data.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.


5. How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.


6. Rights you have over your data

You have a range of rights over your data, which include the following:

  • Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (e.g. adding an ‘unsubscribe’ link to all our marketing emails).
  • You have the right to ask for rectification and/or deletion of your information.
  • You have the right of access to your information.
  • You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/.

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

If you have any queries regarding your data or would like to let us know that your contact details have changed, feel free to contact us at info@hfrefugeeswelcome.uk.


7. Cookies & usage tracking

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences and counting the number of people looking at a website.

Where cookies are used to collect personal data, we list these purposes in Section 1 above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google’s privacy policy is available at http://www.google.com/privacypolicy.html.


8. Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we will notify people whose personal data we hold and is affected.

If you have any questions regarding your Privacy Policy please contact us at info@hfrefugeeswelcome.uk.