Why This Matters

It’s IWA’s legal responsibility to keep its data secure.

If you do have an @waterways.org.uk or @wrg.org.uk email account, please use this whenever possible for your IWA business. This reduces the risk of IWA losing personal or confidential data and ensures a clear separation of your personal and volunteer activities.  Don’t forget to include a signature block with your contact details, the IWA registered address, the IWA web address and the IWA charity number (212342). There are many circumstances when it is a legal requirement to disclose this information on any written communication, so it is best to do it always as a matter of habit.

If you don’t have an @waterways.org.uk or wrg.org.uk account, here are some guidelines on using personal email:

When you can use Personal Email

You can use your personal email to:

• Arrange, or arrange your attendance, at IWA events, meetings, working parties or restoration activities.
• Communicate with other volunteers, staff, or the charity’s partners.
• Share information that isn’t sensitive, confidential or personal.
• Share updates, minutes, or logistical arrangements (that do not include any personal or sensitive data) linked to your volunteer role.
• Contact external partners, suppliers, or supporters if you are known to them when authorised by your branch or committee.

When you should never use Personal Email

Please do not use your personal email to:

• Send or store sensitive information (e.g., health details, complaints, safeguarding concerns).
• Share membership lists or contact details unless you have permission from each individual whose data is involved.
• Make statements that could be taken as official IWA policy without permission.
• Use IWA contacts for your personal or business purposes.
• Send fundraising appeals, campaigning material, or press-related content on behalf of IWA.
• Contact people who you do not know.

Don’t use an e-mail account provided by your employer or other organisation for any IWA business. It could open IWA to legal action by that employer or organisation!

If you’re unsure whether something is okay to send and need guidance, check with the IWA Data Protection Officer [email protected].

Keeping Information Safe

To help protect volunteers, members, and beneficiaries:

• Use a strong password and (if possible) two-factor authentication on your email.
• Do not share passwords with others (e.g. family members).
• Keep your device updated and secure.
• Don’t forward IWA emails to anyone who shouldn’t see them.
• Be cautious with unexpected or suspicious emails. Never click on links or open attachments unless you are sure they are safe.

If you think you’ve made a mistake or a data breach may have happened, inform IWA’s Data Protection Officer [email protected] straight away.

Records and Important Messages

• Please copy or forward key IWA-related messages to an official IWA address when needed (e.g., for committee records or event planning).
• Safeguarding incidents, accidents, or complaints must always be reported using official IWA channels – never through personal email.

Transparency and Record Keeping

• Volunteers should keep important IWA-related communications accessible to their branch, region, or relevant committee by forwarding or copying messages to official @waterways.org.uk or @wrg.org.uk contacts where appropriate.
• Discussions relating to incidents, accidents, safeguarding, or formal complaints must use official IWA reporting channels and must not be handled via personal email.
• It’s good practise to create a folder in your email programme to store your IWA emails so you can find things easily.

When You Stop Volunteering

If you finish your role:

• Pass any important IWA information to your branch or committee.
• Delete IWA-related emails from your personal inbox once they’re no longer needed.

Last Updated: December 2025