Rotary in Ramsey and GDPR

Rotary in Ramsey, District 1070 of Rotary International 

Privacy Notice (including use of Cookies)

The Rotary in Ramsey, District 1070 of Rotary International (“we”) promise to respect the confidentiality of any personal data you share with us, or that we have access to through Rotary International in Great Britain and Ireland (Rotary GB&I) or Rotary International (RI), to keep it safe, and we will always take every effort to protect your privacy. [For the purpose of this privacy notice, Rotary International in Great Britain & Ireland (Rotary GB&I) also includes Rotary Foundation United Kingdom (RFUK) and the Rotary GB&I Donations Trust].

We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’treasonably expect.

Developing a better understanding of our members and donors is crucial, and your personal data allows us to manage your membership and provide the services you are entitled to.

It is expected that club officers may also process member personal data on behalf of Rotary International in Great Britain and Ireland and the Rotary organisation and they too will also be bound by this privacy notice.

We collect information in the following ways:

When you give it to us DIRECTLY

There are many ways you may give us your information. For example, when you join as a member, begin volunteering, make a donation, purchase our products or communicate with us either by phone, in writing, including email or in person. We are responsible for your data at all times.

When you give it to us INDIRECTLY

Your information may be shared with us by independent organisations, for example sites like Virgin Money Giving or BT MyDonate or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.

Via Social Media

Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.

Via information available publicly

This may include information found in places such websites (club, district, action groups etc), Companies House and information that has been published in articles/newspapers.

Cookies

Like most websites, we use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use.

Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to www.aboutcookies.org to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.

We use Google Analytics and other analytical software to analyse the use of our websites by generating statistical and other information.

Details captured during your visit to our websites will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.

Google, not the Association, stores this activity information. You can view Google’s privacy notice here. To opt out of being tracked by Google Analytics across all websites visit their website here.

What personal information we collect and how we use it

We will only ever capture the minimum amount of information that we need to in relation to your membership, donation or services we provide to you and we promise to keep your information secure. The personal data we will usually collect is:

• Your name

• Your contact details

• Your date of birth

• Your bank or credit card details (as relevant to the service provided)

• Details of the enquiry, service or product

  Where it is appropriate, we may also ask for additional information

  How we will use your data

  We will use your personal data for the legitimate interest of conducting core business activities, these will include:

• Administer your membership or donation, including processing Gift Aid

• Provide you with the services, products or information you asked for

• Providing services, products, guidance or information to Rotary clubs in the district for their

  general activities, including Disclosure and Barring Service checks

• Communicating organisational messages and information to members, district and club officers

• Facilitate conference, training seminars, meetings and other special event planning

• Supporting ‘The Rotarian’, ‘Rotary’ and ‘News and Events’ magazines

• Supporting The Rotary Foundation (TRF) and the Rotary Foundation United Kingdom

• Providing information and updates to club officers on RI, Rotary GB&I and District programmes and

  service projects

• Preparation of Rotary District 1070 and Rotary Club membership books (formerly known as

  District and Club directories)

• Preparation of Rotary directories

• Identifying candidates for appointments to committees, club and district offices, task forces and

  other assignments within the Rotary organisation

• To present our website and its contents to you and to allow you to participate in interactive

  features on our website

• Keep a record of your relationship with us

• Understand how we can improve our services, products or information

• In any other way we may describe when you provide the information

• For any other purposes with your consent

Sensitive information

We do not collect any personal information on members classified as ‘sensitive’ under GDPR.

Employees

We will collect all personal information required to comply with employment legislation, including where necessary sensitive information. This may include medical information and where additionally appropriate we will perform a criminal record search. To prevent discrimination and to ensure diversity, we shall request information from the employee on religion, sexuality and ethnicity.

Interact, Rotakids and under 18’s data

We do not collect information from under 18’s. Interact and Rotakids clubs are managed through the identified Rotarian member contact.

The Rotary GB&I District Youth Exchange Association operates as a separate entity to Rotary GB&I and RI and is responsible for the organisation of Rotary youth exchange programmes. You can view their privacy notice by visiting their website here.

CCTV & Telephone Recording

The Rotary Support Centre for Great Britain and Ireland, Kinwarton Road, Alcester, Warwickshire B49 6PB has CCTV installed in real time and may record telephone calls.

Data Sharing
1) Our service/host providers
In the course of our legitimate business activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:

• Banking organisations – those that provide our banking/payment services

• HMRC – for Gift Aid, tax and employment details

• MailChimp – a communication mailing software service provider

• Rotary International in Great Britain and Ireland

• Rotary International
  We will ensure that data processing agreements, compliant to GDPR, are in place before sharing with, or

  giving access to, your data with any of our service/host providers.

  2) Sharing within the Rotary organisation

  The Rotary organisation is made up of Rotary International, The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland, the Rotary Foundation United Kingdom (RFUK), the Rotary GB&I Donations Trust and 25 Districts across Great Britain and Ireland.

  When you give information to us it will be shared within the wider organisation to facilitate your membership or donations and to provide the service afforded to you as part of that membership/donation. We will ensure that data processing agreements, compliant to GDPR, are in place before sharing your data within the wider organisation.

  Rotary clubs within Rotary International in Great Britain and Ireland are data processors for some of your personal information associated with your membership and will process your data in accordance with the Rotary District 1070 and Rotary GB&I privacy notices. Clubs also collect personal data for their individual club and district activities and are therefore also independent data controllers. This means they are also legally responsible for protecting your data under GDPR legislation whilst in their safekeeping and will have their own privacy notices in this respect.

  3) Sharing with third parties

  We will never commercially sell your personal data to anyone else.

We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.

How we keep your information safe and who has access to it

We ensure that there are appropriate physical and technical controls in place to protect your personal details. For example, confidential paper records are securely stored.

We do checks on any companies we use before we work with them, regarding how they manage the personal data they may have access to as part of providing those services. We undertake reviews of our suppliers and have random checks on our service providers to check the integrity of data.

We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

Where we store your information

Your personal information will be hosted securely within the UK or the EU.

However, Rotary International run its operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as organisations based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. By submitting your personal information to us you understand your personal data will betransferred, stored and processed at a location outside the EEA. You can view Rotary International’sprivacy notice by visiting their website here

How long we retain your information and how we keep it up to date

We will only keep your information for as long as we need it to assist you with your enquiry, process your membership, donation, event registration or other services associated to your Rotary membership. There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely, employment records for 6 years after an employee leaves, financial records must be kept for 7 years, information associated with Health & Safety for 3 years after an event. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner.

Individual members are responsible for keeping their own personal data up to date and have access to the Rotary GB&I Data Management System (DMS) or My Rotary on the RI and Rotary GB&I websites for this purpose. In addition, where necessary, we will keep your information accurate and up-to-date.

Your rights

The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website

• You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.

• You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. Members and donors have access to their personal data via self-service systems such as the Rotary GB&I Data Management System (DMS) or My Rotary via the RI website. You can also request a copy of the information which we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the Rotary 1070 District Secretary, contact details shown below, enclosing two proofs of identification.

  Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, Rotary District 1070 can:

  - charge a reasonable fee taking into account the administrative costs of providing the information; or

  - refuse to respond.

• You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.

• You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.

• You have a right in certain circumstances to data portability.

  In certain situations, these rights may not apply, for example if you are a valid member we will need to communicate with you about your membership and those services afforded to you as part of that membership; you hold a club or district office and we need to communicate with you in relation to that office, in which case you will not be able to unsubscribe from these communications.

  We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you. We will only process your personal data as you would reasonable expect us to. You can opt out of our general member mailings at any time.

  Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

  Changes to this privacy notice

  We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website www.rotary1070.org or by notifying you directly.

  Our contact details

  Rotary in Ramsey Secretary
  c/o Ramsey Golf & Bowls Club

  4 Abbey Terrace
  Ramsey
  Huntingdon
  Cambridgeshire PE26 1DD    Tel: 01487 812600

  Email: secretary@ramseyrotary.co.uk

  Our District contact details

  Rotary District 1070 District Secretary
  c/o Rotary International in Great Britain and Ireland Kinwarton Road
  Alcester
  Warwickshire
  B49 6PB

  Tel: 01789 765411
  

  Email: secretary@rotary1070.org

  Complaints

  If you are unhappy with how we have processed your personal information, please firstly contact the Rotary GB&I General Secretary, details above. If you are still unhappy you may contact the following:

  Information Commissioner’s Office

  Wycliffe House Water Lane Wilmslow Cheshire, SK9 5AF

  Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745

  [This privacy notice was last reviewed and updated 8th May 2018]

  For details about the Rotary International in Great Britain and Ireland privacy notice please click here.