Compliance with General Data Protection Regulations
Rotary Club of Burnham Beeches (RCBB)
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. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we - in terms of the GDPR?
RCBB is part of Rotary International in Great Britain and Ireland (RIBI).
For membership records of RCBB members (“membership data”), RIBI is the data controller and RCBB acts as data processor.
For other personal data RCBB is the data controller. This means they decide how your personal data is processed and for what purposes.
2. How do we process your personal data?
RCBB complies with its obligations under the “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 measures are in place to protect personal data.
3. We use your personal data for the following purposes: -
• To enable us to provide a community service in support of local residents and for the benefit of the public and of community groups in the local area;
• To administer membership data;
• To fundraise, promote the interests of Rotary and recruit new members;
• To liaise with subscribers to our Newsletters;
· To liaise with supporters of our events;
• To maintain our own records;
• To inform you of news, events, activities and services, and to survey your views on matters relevant to our objectives.
4. What is the legal basis for processing your personal data?
• This requires your explicit consent so that we can keep you informed about news, events, activities and other matters relevant to the activities of RCBB;
• Where personal data is collected relating to attendance at an RCBB event or activity unless specific consent is given, that data will only be used in communications around the administration, running and follow-up for that event and subsequent events of the same nature under legitimate interest;
• Where personal data is collected relating to trading activity only necessary data is collected, and any sensitive information is securely stored, and access restricted only to administrators who need it;
• Where personal data is collected relating to any other short-term project, only data that is needed will be collected, and the other considerations made clear elsewhere in this policy will apply.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will not be shared except where specifically required by contractual agreements. We will only share your data with third parties outside of RCBB with your explicit consent.
6. How long do we keep your personal data?
We keep data in accordance with the GDPR, and in relation to membership data (i.e. consent data), should you cease to be a member, the appropriate duration for data retention should be three years. Such personal data is timestamped in our database, and we have systems in place to ensure that personal data is not retained indefinitely without the relevant consent or another relevant legal basis for processing.
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: -
• The right to request a copy of your personal data which RCBB holds about you;
• The right to request RCBB corrects any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for the RCBB to retain such data;
• The right to withdraw your consent to the processing at any time;
• The right to request that the data controller provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability).
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to the processing of personal data;
• The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this document, then we will publish 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 of complaints please in the first instance contact the RCBB Data Coordinator at firstname.lastname@example.org
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF