Privacy Policy

This privacy policy is for this website (www.westworks.org.uk) and served by Westworks Procurement Ltd (“we”) and governs the privacy of its users who choose to use it. 

We take care and consideration when using your personal data to ensure that it is necessary and relevant. We promise to respect any personal data that you share with us, or that we get from other organisations we work in partnership with and keep it safe.  We aim to be clear when we collect your data and not do anything with it that you wouldn’t reasonably expect. 

The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. It gives you information about how we collect and use your personal data through your use of this website, including any data you may provide when you communicate with us directly, sign up to our newsletter or one of our events. 

This website is not intended for children and we do not knowingly collect data relating to children. 

Controller 

For the purpose of data protection laws in the UK, Westworks Procurement Ltd is the data “controller” and is therefore responsible for your personal data.  If you have any questions, including any requests to exercise your legal rights, please contact us using the details set out at the bottom of this privacy policy. 

What personal data we collect  

Personal data means any information about an individual from which that person can be identified.  Personal data does not include data where your identity has been removed or which not associated with or linked to your personal data (anonymous data). 

We may collect, use, store and transfer the following kinds of personal data about you: 

• Identity Data includes your name (first name and last name) and your job title. 

• Contact Data includes your address, email address and telephone number(s). 

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences. 

Technical Data includes your preferences and website functionality, traffic and interaction data, user profiles and tracking and social media interactions.  

Usage Data includes information about how you interact with and use our website, products and services. 

We also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals’ Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering. 

Please note that where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with products or services that you request). In this case, we may have to cancel a service you have requested but we will notify you if this is the case at the time. 

Where we collect information about you from 

We use different methods to collect data from and about you including through: 

When you communicate with us directly. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:  

• sign up to one of our events; and 

• provide information to an organisation working for us (in-tend) (but we are always responsible for your data).  

Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.  Please see our cookie policy [LINK] for further details. 

Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below: 

• Technical Data is collected from the following parties: 

• analytics providers such as Google; 

• LinkedIn or other social media networks where settings have given permission for information to be available. 

• Identity and Contact Data may be collected from publicly available sources such as Companies House or articles/newspapers. 

How we use your personal data 

We will only use your data when the law allows us to. We may collect and process personal data about you for the following purposes:  

• We will use your Identity and Contact Data to provide you with updates about our services, frameworks/contracts and event information. This is necessary for the purpose of performing our contract with you (where you are ordering products or services) and is otherwise in our legitimate interest in operating our business. 

• We may use your Identity, Contact, Technical and/or Usage Data to understand how we can improve our services or information, or to assist you in answering any questions or queries you may have submitted. This is necessary for our legitimate interest in defining types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy. 

• We may Use your Identity, Contact and Marketing and Communications Data to keep a record of your relationship with us and make sure we know how you wish to be contacted. This is necessary for the performance of our contract with you and is otherwise in our legitimate interests to keep our records updated and manage our relationship with you. 

• We may use your Identity, Contact and Technical Data for the purpose of protecting our business and our website, including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data.  This is necessary for our legitimate interest in running our business, the provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation, sale or group restructuring exercise, and for compliance with our legal obligations. 

We may also use personal data which you provide to us, where the law allows us to do so, as follows: 

• To deal with and/or respond to any enquiry or request made by you prior to entering into any contract or agreement with us or as a result of such contract or agreement. 

• Where we need to perform the contract we are about to enter into or have entered into with you. 

• Where we need to comply with a legal or regulatory obligation, including the prevention of crime. 

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. 

Where we process personal data on the basis of a “legitimate interest”, as set out in this privacy policy, legitimate interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us. 

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.   If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.  

Disclosure of personal data  

Your personal data will only be disclosed to those of our employees or workers that have a need for such access for the purpose for which it was collected.  Your personal data will not be disclosed to any other individuals or other entities except in the following circumstances: 

• We do not share personal details with third parties, but if we run an event in partnership with another named organisation/s then your details may need to be shared.  What will happen to your data will be made clear when you register for an event. 

• Where it is necessary for the performance of our contract with you, including where you have asked us to do so or where we need to take steps to enforce any contract which may be entered into between us. 

• Where we are under a legal duty to do so in order to comply with any legal obligation. 

• In order to protect the rights, property or safety of our business, our employees and workers, customers, suppliers and others. This includes exchanging information with other companies and organisations for the purposes of fraud prevention and credit risk reduction. 

• If we or substantially all of our assets are acquired by a third party, in which case personal data that we hold about our customers will be one of the transferred assets. 

We require all third parties that process personal data on our behalf to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 

Direct marketing 

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message.  

Our marketing communications include information about our existing and upcoming frameworks; events that we will be holding; and news about our ongoing work. When you register for one of our events on our website when your personal data is collected, you will be asked to indicate your preferences for receiving direct marketing communications from us via email or telephone.  

Email Newsletter 

This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Users may receive an email newsletter where they have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. Some subscriptions may be manually processed through prior written agreement with the user. This is by no means an entire list of your user rights in regard to receiving email marketing material. 

Email marketing campaigns published by us may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity (this is by no far a comprehensive list). This information is used to refine future email campaigns and supply the user with more relevant content based around their activity. 

You have the right to unsubscribe from the email newsletter program at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead. 

Opting out of marketing 

You can ask to stop sending you marketing communications at any time or change your preferred channel(s) (e-mail, phone or post) by contacting us at info@westworks.org.uk, or by following the ‘unsubscribe’ (or similar) link in any marketing communication.   

If you opt out of receiving marketing communications, you will still receive service-related communications that are essential for administrative or customer service purposes. 

Cookies 

This website uses cookies to better the users experience while visiting the website. Please see our cookie policy [LINK] for further details.  

International transfers 

Some of our external third parties are based outside the UK so their processing of your personal data will involve a transfer of data outside the UK. 

Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:  

• We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data.  

• Where we use certain service providers, we may use specific contracts approved for use in the UK which give personal data the same protection it has in the UK.  

 Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK. 

Data security 

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Our controls include: 

• Our network is protected and routinely monitored. 

• We have a secure office and staff are trained to not leave information and computers insecure. 

• We review who has access to the information we hold so your data is only accessible by the appropriate staff. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. 

• We will only disclose your details where we are required to do so by the police, regulatory bodies or legal advisors. 

• We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. 

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so. 

The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features to try to prevent unauthorised access.  We urge you to take every precaution to protect your personal data when you are on the internet. 

Data retention 

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. 

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. 

In some circumstances you can ask us to delete your data: see section 13 below for further information. 

Your legal rights 

You have a number of rights under data protection laws in relation to your personal data. You have the right to: 

Request access to your personal data (commonly known as a “subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it. 

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us. 

Request deletion (erasure) of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. 

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object. 

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. You can ask us to stop sending you marketing messages at any time or change your preferred channel(s) (email, phone or post) by contacting us at info@westworks.org.uk or by following the “unsubscribe” (or similar) links on any marketing message. Where you opt out of receiving marketing communications, this will not apply to personal data provided to us as a result of a purchase, product/service experience or other transactions, 

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you. 

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios: 

• If you want us to establish the data’s accuracy; 

• Where our use of the data is unlawful but you do not want us to erase it; 

• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or 

• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

If you wish to exercise any of the rights set out above, please send a written request to us at the address listed in section 14 below or by email to info@westworks.org.uk.  

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances. 

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. 

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated. 

Contact details 

If you have any questions about this privacy policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways: 

Email address: info@westworks.org.uk  

Postal address: Westworks, Pure Offices, Swindon, Wiltshire, SN2 8BW 

Complaints 

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance. 

Changes to the privacy policy and your duty to inform us of changes  

This version was last updated on 31st March 2025.

We keep our privacy policy under regular review. On a routine basis we will ensure that we review the information we hold and that it is still current, correct and accurate.  However, at any time we welcome you to contact us to let us know if your details change. 

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address. 

External Links 

This website may include links to third-party websites, plug-ins and applications, and may contain sponsored links and adverts. Referral programs, sponsored links or adverts will typically be served through our advertising partners, whom may have detailed privacy policies relating directly to the adverts they serve.  

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites).

Clicking on links or enabling any such connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. Users should therefore note they click on sponsored external links at their own risk and  we cannot be held liable for any damages or implications caused by visiting any external links mentioned. When you leave our website, we encourage you to read the privacy policy of every website you visit.  

Clicking on adverts will send you to the advertiser’s website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computer’s hard drive. We cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on sponsored external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned. 

Social Media Platforms 

Communication, engagement and actions taken through external social media platforms that we participate on are subject to the platform terms and conditions as well as the privacy policies held with each social media platform respectively. 

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details.  We will never ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email. This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account. 

Shortened Links in Social Media 

Through our social media platform accounts, we may share web links to relevant web pages. By default, some social media platforms shorten lengthy URL’s (web addresses).  

Users are advised to take caution and good judgement before clicking any shortened URL’s published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URL’s are published many social media platforms are prone to spam and hacking and therefore we cannot be held liable for any damages or implications caused by visiting any shortened links.