What Our Privacy Notice Covers
- What information we collect from you and our lawful bases
- Why we collect this information
- Who might we share your information with
- What do we do with your information
- How long do we keep hold of your information
- How you can access the information we hold about you
This policy does not cover the practices of companies other than Everyone’s Aigburth or people who are not employed or managed by Everyone’s Aigburth.
What Information do we collect from you?
We process the personal data of individuals, which includes:
- telephone numbers
- email addresses
- financial details
- family details
- visual images
We also process sensitive personal data, or ‘special categories’ of data, which includes:
- physical or mental health details
- racial or ethnic origin
Why does Everyone’s Aigburth need to collect and store personal data?
Everyone’s Aigburth undertakes a number of activities including:
- Provision of volunteer opportunities
- Education and Training
- Marketing, fundraising, campaigning and voting membership
- Monitoring, evaluation and audit of service provision
- Staff, trustee and volunteer recruitment
In order for us to undertake the above we need to collect personal data from you for either correspondence purposes or detailed service provision, depending on the service you are accessing. We have reviewed the purposes of our processing activities, and selected the most appropriate lawful basis for each activity. We believe that in order to achieve our duties and social objectives we have a legitimate interest to process the data for its relevant purpose, and are satisfied that there is no other reasonable way to achieve that purpose. The basis of our legitimate interest is;
- Our use of your personal information is necessary to carry out a contract or take steps to enter into a contract with you
- We need to process your personal information to comply with relevant legal or regulatory obligations, which may include submitting reports to the authorities or government departments. All data is anonymised for the purpose of reporting
Our aim is not to be intrusive and we undertake not to ask irrelevant or unnecessary questions.
Who might we share your information with?
If we need to pass sensitive identifiable data on to any third parties we will only do so where there is a service need and once we have obtained your explicit consent. In certain circumstances we will share your information without prior consent if we are legally required to do so, those circumstances are as follows;
1. We receive a court order or other legal demand for your information.
2. We believe it is necessary to share information in order to investigate, prevent or take action regarding illegal activities, suspected fraud, to safeguard yourself or others, or as otherwise required by law.
4. Some of our services allow you to make certain information public or accessible to certain individuals. If you make use of these services Everyone’s Aigburth will share your information as you request.
For the purpose of creating a mailing list to contact members about important notices regarding their membership, we use Mailchimp software. Email addresses, names and the registered club are the only details stored on our Mailchimp account.
What do we do with your information?
The information that we collect and store relating to you is primarily used to enable us to provide our services to you, but we may also use this information to help us to improve our services to you. We will use this information to enable us to offer you appropriate services, to keep you informed of Everyone’s Aigburth news and developments, and to seek feedback to monitor and evaluate our services.
How long do we keep hold of your information?
We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. Once you no longer need our services we have to keep records for a certain amount of time depending on the type of data that we hold. After this time we will securely destroy it according to our records retention and disposal procedures. Please contact us for further information on our retention periods.
How you can access the information we hold about you?
The Data Protection Act 1998 gives you the right to access the information that we hold about you. Should you wish to receive details on information that we hold about you please contact us via the address below to request and complete our Data Subject Access Request Form. We have to respond within 40 days of receiving all the relevant information needed to deal with your request. We reserve the right to charge £10 per request but may waive this fee in exceptional circumstances or for basic requests.
How we keep your personal information safe?
We take appropriate measures to secure your personal information and protect it against unauthorised or unlawful processing, as well as against its accidental loss, destruction or damage, including:
- using secure servers to store your personal information
- using Secure Sockets Layer (SSL) software or other similar encryption technologies to encrypt confidential data in transit and at rest
- verifying the identity of individuals that access your personal information
- providing access to the minimum personal data necessary, using appropriate restrictions and making the data anonymous or unidentifiable whenever possible
- using secured storage to store your personal information in media other than electronic
What happens if Everyone’s Aigburth makes a change to this policy?
How to unsubscribe
If no longer wish to receive updates on the services that we offer you can unsubscribe by clicking the link in the footer of our emails. If you would like us to correct or update any information, or if you would like information deleted from our records, then please email us at firstname.lastname@example.org