1. 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. With effect from 25th May 2018, the processing of personal data is governed by the General Data Protection Regulation 2016/679 (‘GDPR’).
2. Who are we?
In law, each of the Trustees of the Incorporated Glasgow, Stirlingshire & Sons of the Rock Society (‘the Trustees’) is a director of the Society as a company limited by guarantee and acts as a data controller – see contact details below. Collectively, the Trustees decide how your personal data is processed, and for what purposes, via the Secretary.
3. How do we process your personal data?
The Trustees comply with their obligations under 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 and organisational measures are in place to protect such data.
4. How do we use your personal data?
The Trustees and Secretary use your personal data: -
To administer membership records;
To fundraise for and promote the interests of the charity;
To maintain the Society’s annual accounts and records, including the processing of Gift Aid declarations;
To inform you of news and events organised by the Society;
To enable us to provide a voluntary service for the benefit of the public.
5. What is the legal basis for processing your personal data?
Processing is carried out by a not-for-profit body with a charitable aim under a contractual obligation provided: -
the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
there is no disclosure to a third party without consent.
Processing is necessary for our legitimate interests. This means that we can process your personal data if (i) we have a genuine and legitimate reason; and (ii) we are not harming any of your rights and interests. Our legitimate interests include processing for the purposes of the Society’s administration; processing your Gift Aid donations; and fundraising.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only as set out in this section. Your personal data may be shared only with other members of the Society.
We may share your information or disclose it to third parties where required to comply with any court order or other legal obligation or when data is requested by government or law enforcement authorities, to enforce any agreements, or to protect the rights, property, or safety of the Society’s Trustees or members.
6. How long do we keep your personal data?
Specifically, we retain membership records while they are still current, and historic records are held in our archive for 6 years; Gift Aid declarations and associated paperwork while they are still current, and for up to 7 years after the last tax year to which they applied historically.
7. 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: -
to request a copy of your personal data which the Trustees and Secretary hold about you;
to request that the Secretary corrects any personal data if it is found to be inaccurate or out of date;
to request your personal data is erased;
to withdraw your consent to the processing at any time;
to request that a restriction is placed on further processing where there is a dispute in relation to the accuracy or processing of your personal data;
to lodge a complaint with the Information Commissioner’s Office.
8. 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.
9. Contact Details
To exercise all relevant rights, queries or complaints relating to this Notice, in the first instance please contact the Secretary at 01786 841809 or firstname.lastname@example.org
You can also contact the Information Commissioner’s Office on 0303 123 1113 or via https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Approved by the Trustees
15th May 2018