Who we are
This policy describes the information we collect from you, how we use that information and our legal basis for doing so. It also covers whether and how that information may be shared and your rights and choices regarding the information you provide to us.
We may update this policy from time to time. If we do, we’ll let you know about any material changes, either by notifying you on the website or by sending you an email.
The type of personal information we collect
We currently collect and process the following information
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Ethnicity, age and geographical wards and/or post codes
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- Attendance at our events, meetings or taking part in our activities
- When you complete our surveys and questionnaires
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You are able to remove your consent at any time. You can do this by contacting: firstname.lastname@example.org
- We have a contractual obligation.
- We have a legal obligation.
- We have a vital interest.
- We need it to perform a public task.
- We have a legitimate interest.
How we store your personal information
Your information is securely stored.
We keep Personal identifiers, contacts and characteristics (for example, name and contact details), Ethnicity, age and geographical wards and/or post codes for 2 years. We will then dispose your information by shredding or secure deletion from our online data program.
Information we collect and receive
In order for us to provide you the best possible service, we need to collect and process certain information. Depending on your interaction with us, that may include:
- Contact us via email — for example, when you send us questions or comments, or report a problem, we will collect your name, email address, message, etc. We use this data solely in connection with answering the queries we receive.
- Usage data — when you visit our site, we may store: the website from which you visited us from, the parts of our site you visit, the date and duration of your visit, your anonymised IP address, information from the device (device type, operating system, screen resolution, language, country you are located in, and web browser type) you used during your visit. We process this usage data for statistical purposes, to improve our site and to recognise and stop any misuse. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.
The basis for processing your data, how we use that data and with whom we share it
1. Legitimate interests
We may process your personal data because it is necessary for our or a third party’s legitimate interests. This will always be weighed against your rights, interests and expectations. Examples of where we process personal data in accordance with our legitimate interests include:
- To correspond with you about our services, including details of events that you have requested from us;
- For journalistic purposes, including to author and produce articles and newsletters (where you feature in them) and to send you these newsletters and other similar updates from time to time;
- Processing technical information about your use of the website to ensure that content is presented in the most effective manner;
- Processing enquiries, complaints and analysing our services; In this respect, we may also provide your personal data to the following (where this is necessary for our or a third party’s legitimate interests):
- Third party service providers who we may engage to assist in delivering the services to you: for example, event organisers, caterers, speakers and instructors; Our website operators, who may store details such as name and email address to enable you to log in to our site;
- Our professional advisers, where it is necessary for us to obtain their advice or assistance; and Professionals who assist us in our work including websites and IT support and data storage providers.
1. Legitimate interests
2. Legal obligations
In some circumstances wet may seek your specific consent to process your personal data: for example, if we wish to use your name, likeness or an attributed quote on our website or in marketing materials.
If you have given your consent and you wish to withdraw it, please contact us using the contact details below. Please note that where our processing of your personal data relies on your consent and you then withdraw that consent, we may not be able to provide some aspects of our services to you. Equally, where our processing of your personal data does not rely on your consent, we may not be able to fulfil your request.
Retention of data
We will retain your information as long as necessary to provide you with the services or as otherwise set forth in this Policy. We will also retain and use this information as necessary for the purposes set out in this Policy and to the extent necessary to comply with our legal obligations, resolve disputes, enforce our agreements and protect our legal rights.
We also collect and maintain aggregated, anonymised or pseudonymised information which we may retain indefinitely to protect the safety and security of our Site, improve our Services or comply with legal obligations.
You have the right to be informed of Personal Data processed by us, a right to rectification/correction, erasure and restriction of processing. You also have the right to ask from us a structured, common and machine-readable format of Personal Data you provided to us.
We can only identify you via your email address and we can only adhere to your request and provide information if we have Personal Data about you through you having made contact with us directly and/or you using our site and/or service. We cannot provide, rectify or delete any data that we store on behalf of our users or customers.
In addition, you have the right to lodge a complaint with the data protection authority in your jurisdiction.
Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply: for example if we have reason to believe the personal data we hold is accurate or we can show our processing is necessary for a lawful purpose set out in this Privacy Notice.
You can find out more about your rights under data protection legislation at www.ico.org.uk
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at email@example.com if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at firstname.lastname@example.org
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office