CWA Privacy Policy

CWA respects the privacy of every individual who visits this website. If you provide us with contact details, for example by filling in the contact form, we will not use the information for any other purpose, nor will we disclose it to any third party.

Please read the Terms & Conditions section to familiarise yourself with conditions which apply to all site users.

Please contact us if you have any further queries.

Data Privacy Notice

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller's possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR)

Who are we?

CWA is the data controller. This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

  • CWA complies with its obligations under the GDPR by keeping personal data up to date;

  • by storing and destroying it securely;

  • by not collecting or retaining excessive amounts of data;

  • by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: 

  • To administer membership records;

  • To manage our employees and volunteers;

  • To maintain our own accounts and records.

  • To operate the CWA websites

  • To deliver training, resources, support and respond to individuals who have requested these services and information.

  • To inform individuals of our news, events, activities or services related to CWA's projects and membership

  • To contact members via surveys to conduct research about their organisation, their opinions of current services or of potential new services that may be offered.

What is the legal basis for processing your personal data?

Article 6 processing

Consent of the data subject: 

  • membership form completion

Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract 

  • Employment Contracts

  • Contractor Contracts

Processing is necessary for compliance with a legal obligation; 

  • The Office of the Scottish Charity Regulator (OSCR) requires that we keep registers of charity trustees and of members

Processing is necessary for the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject. 

  • The CWA Constitution states "The directors shall maintain a register of members, setting out the full name and address of each member, the date on which he/she/it was admitted to membership and the date on which any person or body ceased to be a member; in the case of a member who was admitted under paragraph (b) of article 12, the entry against his/her name shall also include details of the unincorporated body which nominated him/her for membership.”

  • Former member records must be retained for 6 years from the date they ceased to
    be a member"

  • Grant Funding reporting and monitoring requirements may state that CWA must keep and maintain all records and accounts for a period of years (the period required varies between funders).

CWA does not process or hold any Special Categories of Personal Data as per Article 9

Sharing your personal data

Your personal data will be treated as strictly confidential, and will be shared only with other organisations to comply with a legitimate interest or a legal obligation i.e. OSCR or funders.

How long do we keep your personal data?

We keep your personal data for no longer than reasonably necessary but for a period of 6 years in order to comply with our Constitution and funding obligations.

HR data is kept for a period of at least 6 years following the termination of employment; some personal financial data will be destroyed after 2 years; Health and Safety information must be held for a minimum of 40 years.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which CWA holds about you;

  • The right to request that CWA corrects any personal data if it is found to be inaccurate or out of date;

  • The right to request your personal data is erased where it is no longer necessary for CWA to retain such data;

  • The right to withdraw your consent to the processing at any time

  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, known as the right to data portability, (where applicable)

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

  • The right to object to the processing of personal data, (where applicable)

  • The right to lodge a complaint with the Information Commissioners Office.

  • Transfer of Data Abroad. If the personal data is to be transferred to countries or territories outside the EU you must include details of how the data will be protected, together with details of how to obtain copies of the relevant safeguards.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

Where and whenever necessary, we will seek your prior consent to the new processing.

To exercise all relevant rights, queries of complaints please in the first instance, contact us.

Terms & Conditions

Copyright Statement

Copyright in all content on this website, unless stated otherwise, remains with CWA. No part of this website may be duplicated on any other part of the Internet without permission from CWA.


Every care is taken to ensure that the information on the CWA website is accurate at the time of publication. If errors are brought to our attention, we will try to correct them. We accept no responsibility or liability for any loss, damage or inconvenience caused as a result of any error or inaccuracy within this site.

We make every endeavour to ensure that information in the Member Lists is up-to-date, but rely on our members to keep us informed and cannot be held liable for any inaccurate or misleading information.

The CWA website contains references to external sources, including links to external sites, over which we have no control. Although every effort is made to check all external sources, links to other web sites imply neither responsibility for, nor endorsement of, the information contained in those other web sites.