White Ribbon UK Privacy Policy

White Ribbon UK is a primary prevention charity working to end men’s violence against women by addressing its root causes – harmful masculine norms. 

Our work focuses on educating boys and men about attitudes and behaviours that contribute to the fear of violence experienced by women and girls, and which create spaces for extreme instances of violence to occur.  

We go where our work is most needed and support organisations with a real desire to act to make women feel safer, and we are therefore committed to sharing our expertise and experience across all sectors. Our vision is to empower men and boys to call out anti-social, sexist and misogynistic behaviour to advance gender equality in our society.  

This notice is mainly to provide information to our members (White Ribbon UK Accredited Organisations, Supporter Organisations, Ambassadors and Champions, fundraisers.); job applicants; and individuals who use, download or purchase goods or resources from us online about how we process your personal data. Other information will be made available to individuals whose data we process as part of our projects and training services. 

Name of our Data Protection lead: Anthea Sully

Address: White Ribbon UK, Unit 31, The Town Hall, St George’s Street, Hebden Bridge, England, HX7 7BY, United Kingdom 

Phone Number: 01422 417327 

E-mail: info@whiteribbon.org.uk 

The type of personal information we use 

We currently collect and process the following information: 

Name and contact details 

Gender and age group 

Information about your employment, such as your job title 

Information about use of open-source resources 

Previous qualifications for job candidates 

Records of any purchases 

Records of attendance at training events 

How we get the personal information and our lawful basis for processing this information 

Most of the personal information we process is provided to us directly by you or your employer. 

Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

(a) Your consent to receive information about us and our newsletter. You can withdraw your consent at any time. 

(b) Where we have a contractual obligation directly with you to provide you with goods or a service, including qualifications and training. 

(c) We have a legitimate interest in providing you with information about us or our services  

What we do with your information and who we share it with where applicable and relevant 

White Ribbon Accredited Organisations 

White Ribbon Supporter Organisations 

Campaign partners 

We use the information that you have given us in order to: 

Provide White Ribbon Accredited Organisations with information on the number of Ambassadors and Champions and training participants at their organisation. 

Provide you with the advice, product or service you have requested 

To inform our members and lead contacts about future training  

Provide individuals with our newsletter 

Job candidates 

We use the information that you and/or your employer provides to us to ensure that you are registered for the correct qualification and to administer the process of your receiving that qualification from the relevant qualification authority. 

Service providers 

The personal data we process will also be shared with third party service providers who provide specialist assistance to us so that we can concentrate on providing our services. These include: IT support, document management systems, cloud-based servers, document destruction providers and email marketing management. 

We are confident that these providers have adequate security in place and we have written contracts with them that details our security requirements and only permits them to access the data for a specific purpose and in in accordance with our instructions. They are not permitted to use this data for their own purposes. 

How we store your personal information 

We store information about you in paper form and electronically and have appropriate security measures in place to protect the confidentiality, integrity and availability of your personal data. 

We have a retention schedule which refers to the retention times for employee data. Project data is retained dependent on the project and funding requirements. Following the period of retention personal data is reviewed and disposed of in a secure manner. 

Your data protection rights 

Under data protection law, you have rights including: 

The right of access – You have the right to ask us for copies of your personal information and for further information about how we process your information. This notice should answer most of your questions but you should contact us if you have further queries. 

The right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

The right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 

The right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

The right to object to processing – You have the right to object to the processing of your personal information in certain circumstances. You have an absolute right to ask us to stop sending you direct marketing material and updates about our services. 

The right to data portability – You have the right to ask that we transfer the personal information you have provided to us to another organisation, or to you, in certain circumstances. 

There is no charge for exercising these rights unless your request is manifestly unfounded or excessive. If it is, we will charge a reasonable fee or refuse to comply with your request. 

Once a request is made, it will be acknowledged and we may ask for confirmation of identification from the requester and seek clarification of this request. 

We will do our best to respond without undue delay and within one month of receiving your request. However, if the request is complex we can extend that by a further two months but if we do need more time, we will let you know why. 

Please make any requests using the contact details above. 

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details above. We will do our best to address any concerns that you have. 

If you have concerns about how we have managed your data you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). If you have not raised the issue with us already, the ICO may refer the complaint back to us to address your concerns so please do contact us in the first instance. 

The contact details for the ICO can be found here. 

Changes to our privacy notice 

We keep our privacy notice under review and if we are required to make any substantial changes we will highlight these on our website. This privacy policy was last updated in April 2023.