Privacy policy


Our commitment to your privacy

In order to provide an effective service High Wycombe Shopmobility needs to ask and retain relevant information from those that wish to use the service. The information we hold is only relevant to us providing the service you have requested.

We are committed to protecting and respecting your privacy as a user of our service and complying with our obligations under UK data protection laws to include the General Data Protection Regulation (GDPR) due to come into force on 25th May 2018.

This policy sets out the basis on which any personal data we contractually collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By using our service you are accepting and contractually agreeing to the practices described in this policy.

For the purpose of data protection legislation, the data controller is the Manager at High Wycombe Shopmobility.

Information we collect from you

We will collect and process the following data about you:

Information you give us – this is the information about you that you give us by filling in forms in our shop or by corresponding with us by phone, e-mail, post, on-line website form or otherwise, or via in-person contact. It includes information you provide when you register to use our service. The information you give us will include your name, address, phone number, proof of identification, emergency contact details, your height, weight (this enables us to identify suitable equipment) and signature.

Information we keep about you – each time you visit our shop and use our service we will collect and update the following information:

* information about your visit, including date, times, scooter/wheelchair/power chair used,

signature, proof of ID (used for initial registration with us) and car registration number (if


* personal information – contact details, height, weight (if details have changed)

* insurance form – annually, forms are kept for 5 years

* gift aid form declarations – kept indefinitely

* pink sheets – these record any incidents, advisories or warnings that relate to an


* date free parking was permitted and car registration number – subject to availability

Children and young people

In line with data protection law, we will not collect, store or process your personal details if you are under 13 years of age; unless we have the express permission from your parent or guardian to do so.

Uses made of the information

We use information held about you in the following ways:

Information you give to us – we will use this information to

* enable us to easily allocate the relevant equipment on initial and any future visits

* ensure that we have accurate records should we need to contact you or your emergency contact

* enable us respond to any queries by you

* to enable us to record accurate usage statistics

* monitor and calculate usage of free parking in Eden car park

Sensitive personal data

All staff, volunteers and trustees who are involved with High Wycombe Shopmobility have signed and agreed to a confidentiality agreement. Particular attention is drawn to the following;-

* Written records, including computerised information and correspondence must be kept securely stored at all times when not being used by an authorised person.

* Information regarding customers must not be disclosed, either verbally or in writing.

* Conversations relating to confidential matters affecting customers or members of the Shopmobility team should not take place in situations where they may be overheard.

We do not normally collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation) about staff, volunteers or customers. However, there are some situations where this will occur. When we do so, we will be very clear as to why we are collecting such information, and we will only do so with your specific consent and permission. In these situations, we collect the data from you directly.

We may also collect sensitive personal data in case of an accident on our premises or whilst using our service. This information will be retained for legal reasons, for safeguarding purposes and to protect us (including in the event of an insurance or legal claim). In the event of an insurance claim the appropriate information required will be passed to the relevant third parties. If this does occur, we’ll take extra care to ensure your privacy rights are protected.

If you are a member of staff, volunteer or trustee then we may collect extra information about you; this information is stored in a secure location which only designated authorised persons can access, for example:

* application form

* references

* criminal records checks (DBS)

* details of emergency contacts

* medical conditions

* confidentiality forms

* bank details

Disclosure of your information

Your information is treated as confidential and is for internal use only and will not be shared or disclosed to any third parties unless there is a contractual obligation or consent has been given e.g. gift aid declarations – information shared with HMRC to process claim.

We will only share your information if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or in order to enforce or apply Terms of Use of High Wycombe Shopmobility or to protect the rights, property, or safety of High Wycombe Shopmobility and others. This includes exchanging information with other companies and organisations for the purposes of fraud prevention, safeguarding, insurance claims, emergency health care and staff/volunteer contractual obligations. We do not use or pass on your information for direct marketing purposes and we will never sell your personal data.

Where we store your personal data

All information you provide to us is stored on individual paper records and our computer which is password protected and on backup devices which are stored in a secure location. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

How do we store your data?

Security All manual records are stored in secure cupboards which are locked when Shopmobility is closed. Only the staff and volunteers have access to these files.

Electronic data and databases are stored on secure computer systems and back up devices and we control who has access to this information.

Our website is managed by a third party and the website uses ‘cookies’ to help deliver a good experience and to analyse overall usage, and to control the proper operation of the site. We do not collect personal information with cookies. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.

Our cookies help us: • Make our website work as you’d expect • Remember your settings during and between visits • Improve the speed/security of the site • Allow you to share pages with social networks like twitter and Facebook • Continuously improve our website for you

• Provide statistical analysis

Data retention policy

We will only use and store information for as long as it is required for the purposes it was collected for. We continually review what information we hold, and delete or securely dispose of information which is no longer required. The minimum requirement for keeping customers non electronic data is five years, this is to comply with legal obligations.

Retention of your personal data

We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. In all cases, information recorded manually will be retained by us for no longer than is necessary, this is a minimum of five years for insurance purposes.

Electronically your basic data which includes your name, address, telephone number and usage of service of High Wycombe Shopmobility is retained indefinitely and this is used anonymously for statistical purposes.

Your rights

You have the right to ask us to stop processing your personal data at any time after the five year legal requirement by writing to us at our office.

You have the right to complain to the Information Commissioner’s Office (ICO) if you think there is a problem with how we are processing your data. You can exercise this right at any time by contacting the ICO on 0303 123 1113.

Access to information and correction

Please contact us at our office if you would like to correct information that is held relating to you.

All requests for access to written information which we may hold on you need to be made in writing to the Manager at our office.

Your rights

We respect your right to control your data. Your rights include:

The right to be informed

This privacy notice outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.

The right of access

If you wish to obtain a record of the personal data we hold about you, through a Subject Access Request, we will respond within one month.

The right to rectification

If we have recorded information about you that is inaccurate or incomplete, we will update it.

The right to erase

You can ask us to remove or randomise your personal details from our manual records, we will still use the electronic data anonymously for our statistics.

The right to data portability

You can ask to obtain your personal data from us for your own purposes.

Changes to our privacy policy

Any changes we make to our privacy policy in the future will be posted in the shop and will be reviewed annually at our AGM.


Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to the Manager at High Wycombe Shopmobility, 2 Newland Meadow, Eden, High Wycombe, Bucks, HP11 2BZ.

High Wycombe Shopmobility 27-4-18