1- Introduction And Terms
1-1 Who Are We
Standish Quilters is a Data Controller who is exempt from registering with the Information Commissioners Office [ICO].
If you wish to contact us, you can do this by contacting Carole Read by the following means:
Telephone: 07831 154853
We may amend this privacy notice from time to time. If we do so, we will supply you with and/or otherwise make available to you a copy of the amended privacy notice.
1-2 How the Law Protects You
• To fulfil a contract we have with you to deliver an effective Quilting Group with members of Standish Quilters
• Where it is our legal duty
• When it is in our legitimate interest
• When you consent to the use of the data
A legitimate interest is when we have a reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.
2- Your Rights
2-1 Under GDPR Your Rights Are:
a. Access – You are entitled to find out what details we may hold about you and why.
b. Rectification – we are obliged to correct or update your details.
c. Erasure – this is also known as the right to be forgotten
d. Restrict Processing – you have the right to ‘block’ or supress the processing by us of your personal data
e. Data Portability – you have the right to obtain and reuse your personal data that you have provided to us.
f. Object – you have the right to object to us processing your data in any way.
g. Rights In Relation To Automated Decision Making and Profiling – (We do not use automatic decision making or processing).
3- The Data We Collect About You
3-1 We process personal data. Personal data we process may include your name, address, email address, home or mobile telephone number.
• We will collect personal data from you in relation to becoming a member of our group, joining any of our social events/workshops/trips etc.
• Our collection methods are usually the completion of a new member form, or event/workshop/trip sheet.
• Or potentially by communications including Email and telephone.
Uses made of the information
We use information held about you in the following ways:
• Information you give to us. We will use this information:
• to improve and inform the content of our products and services;
• to ensure that content from our site is presented in the most effective manner for you and for your computer.
• Information we collect about you. We will use this information:
• to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
• to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
• to allow you to participate in interactive features of our service, when you choose to;
• as part of our efforts to keep our site safe and secure;
• to measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
• to make suggestions and recommendations to you and other users of our site about goods or services that may interest you or them.
• Information we receive from other sources. We will combine this information with information you give to us and information we collect about you. We will use this information and the combined information for the purposes set out above (depending on the types of information we receive).
4- How Your Data Will Be Used
4-1 We Use Information Held About You To:
• Provide our group meetings for all members
• Provide you with information of what has happened in our meetings, pre-meeting messages, forthcoming events, trips and social events which we feel may be of interest to you, where you have consented to be contacted for such purposes or by legitimate interests.
• Notify you about changes to our group meetings/events
• Fulfil our legal obligations
• Use in the investigation and/or defence of any potential complaints/legal proceedings and
• Enable us to notify you of our bi-annual subscriptions deadlines/event fees etc.
5.1 Processing of data as:
• We may process your data for the purposes of our own legitimate interests provided that those interest do not override any of your own interests, rights and freedoms which require the protection of personal data. This includes processing for group development, statistical and management purposes.
• If you are an existing member of the group or a contact, we will send you information about all our events, services and any newsletters/Aide Memoires that we feel may be of interest to you. You have the right at any time to ask us to stop contacting you for these purposes.
6 How We Will Share Your Data
6.1 We Do Not Share Your Information with third parties without advance notice, which may be required from time to time when we organise events for Standish Quilters Members.
7 Data Retention
7.1 We will only retain your personal data, for as long as is necessary to fulfil the purposes for which it is collected.
7.2 When assessing what retention period is appropriate for your personal data, we take into consideration:
a. The requirements of our group and the services provided
b. Any statutory or legal obligations
c. The purposes for which we originally collected the personal data
d. The lawful grounds on which we based our processing
e. The types of personal data we have collected
f. The amount and categories of your personal data; and
g. Whether the purposes of the processing could reasonably be fulfilled by other means.
8. Data Deletion
Under GDPR you have the right to erasure under specific circumstances. A request for your personal data to be deleted will be decided on a case by case basis and must be submitted in writing to the contact details provided in this policy.
9. Data Correction
We will correct or update your data at the earliest opportunity provided you make the request in writing to the contact details provided in this policy, clearly specifying which data is incorrect or out of date.
10. Data Security
We have put in place reasonable and appropriate security measures to prevent your personal data from being accidently lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those committee members on a need to know basis and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
11 Data Inspection
11.1 We strive to be as open as we can be in terms of giving people access to their personal data. A subject Access Request under GDPR is your right to request a copy of the information that we hold about you. Such requests must be in writing to the contact details provided in this policy. If we do hold your personal data, we will respond in writing within one calendar month of your request (where that request was submitted in accordance with this policy).
11.2 The information we supply will:
• Confirm that your data is being processed
• Verify the lawfulness and the purpose of the processing
• Confirm the categories or personal data being processed
Confirm the type of recipient to whom the personal data have been or will be disclosed – (We do not disclose your personal data to third parties without prior notice which may be required from time to time, for example, when we organise events Standish Quilters Members).
• Let you have a copy of the data in an intelligible form
• Please note that you may need to provide identification in order to prove who you are to access your data
• If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
• In the instance that we do not hold information about you, we will also confirm this in writing at the earliest opportunity.
We keep our privacy notice under regular review and you should check back again regularly to ensure you are aware of changes to it. We may display this notice to you from time to time to ensure you are aware of its contents.
13 Withdrawal of Consent
13.1 Where you have consented to our processing your personal data, you have the right to withdraw consent at any time. Please inform us immediately if you wish to withdraw your consent.
• The withdrawal of consent does not affect the lawfulness of earlier processing.
• If you withdraw your consent, we may not be able to continue to provide services to you.
• Even if you withdraw your consent, it may remain lawful for us to process your data on another legal basis (e.g. because we have a legal obligation to continue to process your data).
You have the right to complain about the processing of your personal data. Please contact us using the details provided above. If you are still unsatisfied you have the right to complain to the Information Commissioners Office (https://ico.org.uk/concerns)