1 About this Policy
1.1 This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.
1.4 We will always comply with applicable UK Data Protection legislation including GDPR when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2 Who are we?
2.1 We are The Arthur Ransome Society Ltd (TARS). We can be contacted at firstname.lastname@example.org.
3 What Information we collect and why
|Type of Information||Purposes||Legal Basis of Processing|
|Member’s name, address, telephone number, email address||Managing the membership for the member.||Performance of the society’s contract with the member. |
Our legitimate interests in operating the club.
|Name of member dependents, (and locally by Regional Secretaries only, ages of U16s)||Managing member and dependents’ membership|
To ensure Safeguarding protection/compliance
|Performance of the society’s contract with the member. (Age of U16s for Safeguarding compliance)|
|Your publications preferences||Sending out your publications||Performance of the society’s contract with the member|
|Your website username||Managing the membership for the member|
4 How we protect your personal data
4.1 We use a data processor www.zapier.com who are GDPR compliant to collect your online data and store it. In the event that you do not wish to have your data stored online, please use the paper downloads and send with a cheque to the Membership Secretary whose address is on the form.
4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.3 Please note, however, that where you are transmitting information to us over the internet, you do so at your own risk, given the internet is not a wholly secure medium and we ourselves cannot definitely guarantee the security of this information.
4.4 For any payments which we take from you online we will use a recognised online secure payment system.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5 Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table in paragraph 3 above or paragraph 5.2 below.
5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf primarily to send you publicatons and mailings. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
6 How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data with the exception of retaining your personal data in an archived form in order to be able to comply with future legal obligations, including but not limited to compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.
6.2 We securely destroy all financial information once we have used it and no longer need it.
7 Your Rights
7.1 You have rights under UK and EU data protection law, including:
- to access your personal data
- to be provided with information about how your personal data is processed
- to have your personal data corrected
- to have your personal data erased in certain circumstances
- to object to or restrict how your personal data is processed
- to have your personal data transferred to yourself or to another business in certain circumstances.
7.2 If you wish for us to erase your data as outlined in paragraph (3) above then please contact us at email@example.com
7.3 If you have any concerns about how we process your personal data please contact us at firstname.lastname@example.org
7.4 You also have the right to take any complaint about how we process your personal data to the Information Commissioner:
0303 123 1113.
Information Commissioner’s Office
Cheshire SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Officer email@example.com
Your data is not shared with other members of the society; the only people who have access are those bona fide officers who run the Society.