Privacy Policy

Wai Yin Society takes privacy and confidentiality very seriously. Please read the following to learn more about our policies on such issues.

What our Policies cover

Our Privacy and Confidentiality policies cover Wai Yin Society’s treatment and handling of personally identifiable information that Wai Yin Society collect via online feedback forms; or via offline forms completed when registering to use our services. These policies also cover Wai Yin Society’s treatment of any personally identifiable information that Wai Yin Society’s partners share with Wai Yin Society. These policies do not apply to the practices of companies and organisations that Wai Yin Society does not own or control or to people that Wai Yin Society does not employ or manage.

Information Collection and Use

Wai Yin Society collects personally identifiable information when you register for membership with our Society, when you register with any of our services, and when you complete our online Feedback form. Wai Yin Society may also receive personally identifiable information from outside organisations and our business partners.

When you register for membership with Wai Yin Society, we ask for your name, postal address, postal code, date of birth, gender, and contact telephone numbers. Once you register with Wai Yin Society, you are not anonymous to us.

We also collect data such as your computers IP address (a unique set of numbers to identify you when visiting our Web Site) via our web server.

Sensitive information 

When using or subscribing to our services, you may choose to provide us with information which is defined as sensitive personal information under the terms of the Data Protection Act 2018. Examples of sensitive information include details of your ethnicity or state of health. As with all the personal information which you provide to us, we shall use and store this information carefully in accordance with this privacy policy. We will always explain why we are collecting this kind of information if we ever ask for it, and we will always ask for your consent to use this data. 

Information Sharing and Disclosure

Wai Yin Society will not sell or rent your personally identifiable information to anyone. Anonymous information about you may be passed to our business partners as a basis for research or funding application purposes. The information we send for these purposes will contain no personally identifiable information about you.

Wai Yin Society will send personally identifiable information about you to other companies or people when:

  • We need to share your information to provide the product or service you have requested;
  • We need to send the information to companies and organisations who work on behalf of Wai Yin Society to provide a product or service to you. (Unless we tell you differently, these companies do not have any right to use the personally identifiable information we provide to them beyond what is necessary to assist us.);
  • We respond to subpoenas, court orders or legal process; or
  • We find that your actions on our web sites or in our headquarters and satellite centres violate Wai Yin Society’s Terms of Service or any of our usage guidelines for specific products or services.

Upon registering for membership, a quarterly newsletter detailing information about our services is distributed. By registering for membership, you agree to be in receipt of this newsletter and any other material that promotes our services, new and existing. No material from outside organisations will be sent to you as a result of membership with Wai Yin Society.


Wai Yin Society may set and access cookies on your computer. Wai Yin Society allows other companies that are presenting advertisements on some of our pages to set and access their cookies on your computer. Other companies’ use of their cookies is subject to their own privacy policies, not this one. Advertisers or other companies do not have access to Wai Yin Society’s cookies. For more information, please read our Cookie Compliance Policy.

Your Ability to Edit and the Information we hold

Wai Yin Society allows you to request that information about you is altered in order to reflect your current circumstances. We ask that this is done either in person, via electronic mail (e-mail), or in writing.

Once you have registered as a member, you can cancel your membership with the option of a full refund within the first month of membership. You can not cancel your membership at any time after this period. At any point during your membership, our Board of Trustees can terminate your membership, providing there is sufficient and just reason to do so. All members have the right to be heard by the Board of Trustees before a final decision is made. After this, there is no further appeal and the Board of Trustees’s decision is final. Upon cancellation or termination of your membership, all personally identifiable information is removed from all systems.


All personally identifiable information held by Wai Yin Society about you is accessed by authorised personnel only. This information is not divulged to any other person or organisation unless otherwise stated in this policy or our Confidentiality Policy.

Changes to this Privacy Policy

Wai Yin Society reserves the right to amend this and all of its policies from time to time in order to reflect its services, members, staff and volunteers needs. Any changes may be mentioned either on the website or in our quarterly newsletter

Questions or Suggestions

If you have questions or suggestions about this, or any other policy in place, please get in touch with our Data Protection Officer (DPO)