Privacy notice.

Last updated: 1 October 2026

Who we are

WGW Online LLP is the trading style of Working The Greener Way Online LLP, a limited liability partnership registered in England and Wales under number OC461632. The LLP is the controller of personal information collected to run our business, manage enquiries and administer our services.

Our registered office is 38 Dollar Street, Cirencester, Gloucestershire, GL7 2AN. Our ICO registration reference is ZC260527.

For privacy questions or to exercise your rights, contact our Data Protection Officer by telephone on 01264 850 367, through our contact page, or by writing to Data Protection Officer, WGW Online LLP, Parsonage Farm, Mill Drove, Collingbourne Kingston, Wiltshire SN8 3SD.

Who this notice covers

This notice applies to people who visit our website, contact us, ask about our services, work for or represent a prospective or current client, supply services to us, or otherwise communicate with WGW. Our website is not intended for children and we do not knowingly collect information about children through it.

It also applies to auditor applicants, training participants, locum candidates and people considered for Clerk or RFO opportunities through WGW.

Information we collect

Depending on how you deal with us, we may collect your name, role, council or organisation, postal address, telephone number, email address, correspondence, enquiry details, communication preferences, contractual and billing information, and records needed to deliver and administer our services.

For training, auditor applications or recruitment activity, we may also collect a CV, employment history, qualifications, professional memberships, availability, assessment results, references, right-to-work information and records of agreed suitability checks. We will request criminal-record, health, equality-monitoring or other particularly sensitive information only where it is relevant, lawful and appropriately protected.

Records supplied for internal audit, forensic audit, governance, translation or other services may include personal information about councillors, employees, contractors, residents and other people. Our data-protection role depends on the work and who determines its purposes and means. Where we act as a controller, this notice applies; where we process information on a client’s instructions, we follow the agreed processing terms. Engagement terms explain the respective responsibilities.

Our website and hosting providers may also process limited technical information needed to deliver and secure the website, such as an IP address, browser and device information, requested pages, timestamps and security logs.

How and why we use information

We use personal information to respond to enquiries; prepare proposals; enter into and manage contracts; provide audit, governance and related services; communicate with clients and suppliers; maintain business, financial and professional records; improve and secure our services; deal with complaints or legal claims; prevent fraud or misuse; and meet legal, regulatory, tax and accounting obligations.

We may also use candidate information to assess suitability, administer training or auditor opportunities, carry out agreed checks and, with the candidate’s knowledge, introduce suitable people to a recruiting council.

Our lawful bases

We process personal information where it is necessary to take steps at your request before entering into a contract or to perform a contract; to comply with a legal obligation; or for our legitimate interests in running, protecting and improving WGW, communicating with relevant contacts, delivering professional services and establishing or defending legal rights. Where the law requires consent, including for any non-essential cookies or consent-based marketing, we will ask for it and it may be withdrawn at any time.

Who we share information with

We may share relevant information with carefully selected providers that support our website, email, secure storage, communications, accounting and other business systems; with professional advisers and insurers; with a client where this is part of the agreed service; or with public authorities, regulators, courts and law-enforcement bodies where disclosure is required or permitted by law.

Where WGW supports recruitment, relevant candidate information may be shared with the recruiting council or an authorised assessment provider. Candidates will be told before their information is put forward for a particular opportunity.

Providers acting for us may use personal information only for the agreed purpose and must protect it appropriately. We do not sell or rent personal information.

International transfers

Some technology providers may process information outside the United Kingdom. Where this happens, we require an appropriate safeguard recognised by UK data-protection law, such as an adequacy regulation or approved contractual protections.

How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected and to meet legal, accounting, regulatory, insurance and reporting requirements. Records relating to services, transactions and contracts may normally be retained for six years where this is needed to meet legal and contractual obligations. Other information is deleted or anonymised when it is no longer required, in line with our retention arrangements.

Security

We use proportionate organisational and technical safeguards designed to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Access is limited to people and providers who need the information for a legitimate purpose.

Cookies and website measurement

With your consent, we use Google Analytics on wgw.online to understand visitor numbers, traffic sources, pages viewed, contact-link clicks and successful enquiries. Google receives technical information about your browser and device and uses analytics identifiers to distinguish visits. We do not send enquiry text, names, email addresses or other form answers as analytics events.

Analytics is optional. The Google tag does not load before you accept analytics. Rejecting analytics does not affect access to our services. You can withdraw consent at any time using Cookie settings in the footer; this stops further measurement and removes our Google Analytics cookies from your browser. It does not erase information already collected.

We store your consent choice in local storage for up to 180 days. Analytics cookies (_ga and _ga_*) are configured to last up to 180 days. We disable advertising signals and advertising personalisation. Google may process analytics information outside the UK, subject to its applicable data-protection arrangements.

How Google uses information from sites that use its services

If you change the website language, we store your choice in your browser’s local storage so it is remembered on later visits. This preference is not used for advertising or analytics. You can remove it by clearing this website’s data in your browser.

Your rights

Depending on the circumstances, you may have the right to ask for access to your personal information; correction of inaccurate or incomplete information; deletion; restriction; transfer of information you provided; or to object to processing based on legitimate interests or to direct marketing. You may also withdraw consent where consent is the lawful basis. These rights are subject to legal conditions and exemptions.

Your right to object

You can object to processing based on legitimate interests on grounds relating to your situation. You can object to direct marketing at any time. Contact us using the details above.

To exercise a right, contact us using the details above. We may need information to confirm your identity and understand your request. You will not normally have to pay a fee, although the law allows a reasonable fee or refusal in limited cases involving manifestly unfounded or excessive requests.

Complaints

Please contact us first if you have a concern so that we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.

Other websites and changes

Links to other websites are provided for convenience. Those organisations are responsible for their own privacy practices. We may update this notice when our services, systems or legal obligations change; the date at the top shows the latest revision.