Rotary Club of Brentwood Breakfast Privacy Notice

Privacy Notice

 Brentwood Breakfast Rotary (“we”) are part of the worldwide Rotary organisation which is made up of Rotary International (RI), The Rotary Foundation (TRF), Rotary International District 1285, better known as Rotary International in Great Britain and Ireland (RIBI), the Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust.

 We have produced this document to comply with General Data Protection Regulation (GDPR) introduced throughout Europe in May, 2018. Our club promises to respect the confidentiality of any personal data you share with us, or that we have access to through Rotary International, to keep it safe, and we will always take every effort to protect your privacy.

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 wouldnt reasonably 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 and national officers may also process members’ personal data on behalf of Rotary International District 1285 and the Rotary organisation and they 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, an associate member, appointed as an Honorary Member, are a potential member of our provisional satellite Rotary club, remain as a “Friend of Brentwood Breakfast Rotary Club”, or begin volunteering, make a donation or communicate with us either by phone, in writing, including email, via our website 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.

 When you give it to us through social media

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

When we obtain it through information available publicly

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

 When we obtain it through 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. Theyre 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 youre 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 youre using and 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 https://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 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 Rotary Club or Rotary District, stores this activity information. You can view Googles privacy notice at  http://www.google.com/privacypolicy.html

 To opt out of being tracked by Google Analytics across all websites visit https://tools.google.com/dlpage/gaoptout

 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 are:

·         Your name

·         Your contact details

·         Your date of birth

·         Your bank or credit card details (where relevant to the service provided).

·         Details of the inquiry, 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 Rotary Club business and fellowship activities, these will include:

·         Administering your membership or donation, including processing Gift Aid

·         Giving you the services, products or information you asked for

·         Providing services, products, guidance or information to clubs and Rotary International in Great Britain for their general activities, including Disclosure and Barring Service checks

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

·         Facilitating conference, training seminars, meetings and other special event planning

·         Accessing ‘Rotaryonline’ and Rotarynewsonline magazines

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

·         Giving information and updates to national and club officers on RI and RIBI programmes and service projects

·         Preparing Rotary directories

·         Identifying future leaders

·         Making appointments to committees, club and district offices, task forces and other assignments within the Rotary organisation

·         Presenting our website and its contents to you and allowing you to participate in interactive features on the website

·         Keeping a record of your relationship with us

·         Understanding how we can improve our services, products or information

·         Including any other way we may describe when you provide the information or for any other purposes with your consent

Sensitive information

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

Interact, Rotakids and under 18s’ data

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

 The RIBI District Youth Exchange Association operates as a separate entity from RIBI and RI and is responsible for the organisation of Rotary youth exchange programmes. You can view their privacy notice by visiting their website: https://www.youthexchange.org.uk/

Data Sharing

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 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.

Sharing within the Rotary organisation

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 and 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 RIBI Privacy Notice.

Clubs and RIBI also collect personal data for their individual club and RIBI activities and are, therefore, also independent data controllers. This means they are also legally responsible for protecting your data under GDPR legislation while in their safekeeping and will have their own Privacy Notices in this respect.

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.

We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible to appropriate staff, Rotary members and our service/host providers.

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 is 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 by Rotary International in Great Britain & Ireland. However, Rotary International runs its operations outside the European Economic Area (EEA).

Although RI may not be subject to the same data protection laws as organisations based in the UK, we will take steps to make sure it provides 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 be transferred, stored and processed at a location outside the EEA. You can view Rotary Internationals privacy notice by visiting its website: https://my.rotary.org/en/privacy-policy

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 inquiry, process your membership, donation, event registration or other services associated with your Rotary membership.

There are statutory timescales on how long we should keep your information. For example, gift aid transactions must be retained indefinitely, financial records must be kept for seven years and information associated with Health and Safety for three 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 RIBI template website, RIBI Data Management System (DMS) or My Rotary on the RIBI website for this purpose. In addition, where necessary, we will keep your information accurate and up-to-date.

Your rights

The General Data Protection Regulations give you certain rights and these are listed below for your convenience. Further clarification of your rights is available on the Information Commissioner’s website https://ico.org.uk/for- organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

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: this 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 RIBI template website, RIBI Data Management System (DMS) or My Rotary via the RI website.

You can also request a copy of the information on you which we hold. 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 email, and addressed to the District Webmaster, 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, RIBI can either 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 or 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; if you hold a club or district office we will need to communicate with you in relation to that office. In that 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.brentwoodbreakfastrotary.org.uk or by notifying you directly.

Our contact details

District Webmaster http://www.rotaryonline.org.uk/rotaryonline/wish-to-get-in-touch.html

Club Website www.brentwoodbreakfastrotary.org.uk

Complaints

If you are unhappy with how we have processed your personal information, please firstly contact the Secretary, Brentwood Breakfast Rotary, c/o Marygreen Manor Hotel, London Road, Brentwood, CM14 4NR or by email at bbrotaryessex@gmail.com

If you are still unhappy, you may contact the following:

 Information Commissioners Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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

 

This document was last reviewed on May 22, 2018.

 

 

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 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.

Accessibility

Every effort has been made to ensure that the original template pages for this site are W3C compatible.

However, as the content of pages is supplied by the club, such content may not be compatible.