HARINGEY WELCOME 

DATA PROTECTION POLICY

Haringey Welcome (HW) is committed to protecting and respecting your privacy. This policy  document explains when, why and what personal information we secure about employees,  volunteers, clients, partners and all those interested in or engaged in our work, or who visit our  website. It sets out how we use that data, our responsibilities for the protection of that data and the  primacy of consent.  

Haringey Welcome is a local grassroots group acting as part of a nationwide movement to replace  national Hostile Environment policies with a fair and inclusive immigration system that embodies the  values of justice, equality, dignity and antiracism. Through collaboration, ongoing strategic  campaigning and building authentic connections from the grassroots, we act to demonstrate that  positive change, kinder systems, and more inclusive societies/communities are not only possible but  essential. We are part of a growing interconnected and intersectional movement that includes the  struggles for migrant justice, climate justice, disability justice, equality, international class solidarity,  and an end to all forms of border violence, racism, homophobia, transphobia, and misogyny.  

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GENERAL / PUBLIC DATA 

The personal information we collect via our website, by social media or provided directly by you  might include name, name of the organisation, address, email address, and IP address.  HW contacts a range of individuals and organisations who have expressed interest in our work and  wish to receive information about forthcoming events, news, campaigns or general communications  about our work. The data we hold is on a strictly request and consent basis whether related to  informational requests via the website (see below) or direct requests to be included in specific and  smaller groups relating to HWs core work communicated via messaging apps such as WhatsApp.  

We obtain consent to hold details on our mailing lists [with an opt-in / out facility on our website and  in e-newsletters]. HW only collects names and email addresses via you consenting to sign-up to our  mailing list system which protects this information in compliance with GDPR regulations globally and  allows you to unsubscribe at any time.  

ORGANISATIONAL DATA 

Haringey Welcome obtains, uses, stores and otherwise processes personal data relating to potential  employees (applicants) and volunteers, current employees and volunteers, former employees and  volunteers, current and former contractors, current and former client and partner networks  (collectively referred to in this policy as data subjects). When processing personal data, HW is obliged  to fulfil individuals’ reasonable expectations of privacy by complying with UK GDPR and other  relevant data protection legislation (data protection law). All personal data is deleted on request  form any individual who no longer wishes to be engaged with Haringey Welcome. All personal data  relating to any data subjects listed above is deleted on request or as soon as any necessary  temporary periods in which that data is active have expired.  

HOW IS YOUR INFORMATION USED?

We use your information to: 

• Contact you via the monthly newsletter, or in relation to ad hoc events and campaigns that  you have expressed an interest in being informed about. We may occasionally invite you to  be involved in HW work if you have given consent. 

WHO HAS ACCESS TO YOUR INFORMATION? 

We will never share your information with third parties for marketing or other purposes without your  explicit consent, unless required to do so by law, for example, by a court order or for the purposes of  prevention of fraud or other crime. HW will never disclose personal information to any third parties.  

Any questions regarding this privacy notice and our privacy practices should be sent to:  refugeeswelcomeharingey@gmail.com 

HOW YOU CAN ACCESS AND UPDATE YOUR INFORMATION 

The accuracy of your information is important to us.  

Please email refugeeswelcomeharingey@gmail.com with any change of address or update of details  you have previously shared. You have the right to request a copy of the information we hold about  you so that you can ensure its accuracy and the purposes for which it is held. 

SECURITY PRECAUTIONS TO PROTECT THE LOSS, MISUSE OR ALTERATION OF YOUR INFORMATION When you give us personal information, we take steps to ensure that it is treated securely, for  example by the encryption of online forms and the routine monitoring and protection of our  network. 

However, non-sensitive details such as your email address are normally transmitted over the  Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect  your personal information, we cannot guarantee the security of any information you transmit to us,  and you do so at your own risk. 

WEBSITE USE 

Our website contains links to other websites run by other organisations. This privacy policy applies  only to our website‚ so we encourage you to read the privacy statements on the other websites you  visit. We cannot be responsible for the privacy policies and practices of other sites even if you access  them using links from our website. 

• Use of ‘cookies’ 

Like many other websites, HW use cookies. ‘Cookies’ are small pieces of information sent by an  organisation to your computer and stored on your hard drive to allow that website to recognise you  when you visit. They collect statistical data about your browsing actions and patterns and do not  identify you as an individual. It is possible to switch off cookies by setting your browser preferences.  Turning cookies off may result in some of our website features not functioning. For further  information on cookies visit www.aboutcookies.org 

SCOPE  

This policy applies to all personal data we process regardless of the location where that data is stored  (e.g. online or on the personal devices of employee/associate/volunteer) and regardless of the data  subject. All employees and others processing personal data on HWs behalf must read it. A failure to  comply with this policy may result in disciplinary action. All HW employees, volunteers and  contractors have a responsibility to comply with this policy. HWs Board of directors hold  responsibility for, and should implement appropriate practices, processes, controls and training to  ensure compliance. The Board of Directors is responsible for overseeing this policy. HWs Data 

Protection Officer (DPO) is Valerie Grove who can be reached via  

refugeeswelcomeharingey@gmail.com 

This policy seeks to ensure that we:  

• are clear about how personal data must be processed and HWs expectations for all those who  process personal data on its behalf;  
• comply with the data protection law and with good practice;  
• protect HWs reputation by ensuring the personal data entrusted to us is processed in accordance  with data subjects’ rights; and  
• protect HW from risks of personal data breaches and other breaches of data protection law.  

This includes: 

• use of BCC when emailing groups regardless of whether the personnel in that groups are  known to each other;  
• ensuring any data related to groups via messaging apps on personal devices is never shared  outside of that group; 
• ensuring no additional members are added to groups without explicit requests and consent.  • protecting personal devices with 2-factor authentication; 
• complete avoidance of AI tools in management of personal data; 
• awareness of settings on personal devices to avoid other people’s data being synched to  personal cloud accounts.  

Review 

Approved  July 2025. 

Review July 2026