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 and the current Data Protection Act (the “GDPR”).
2. Who are we?
The Rotary Club of Gravesend (“the Club”) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Club 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.
We use your personal data for one or more of the following purposes: –
• To enable us to run events and activities;
• To administer membership records;
• To fundraise for charitable purposes;
• To manage our volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To inform you of news, events, activities and services run by the Club or by others which we think may interest you
4. What is the legal basis for processing your personal data?
It may be one or more of the following:
• Where there is a legitimate interest
• For the performance of a contract
• For carrying out legal obligations
or, where none of these apply, it will be on the basis of your consent.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Club in order to carry out the purposes above. We will only share your data with third parties with your consent.
6. How long do we keep your personal data?
We keep data until we believe you no longer wish to be involved with the purposes above or you tell us you no longer want us to hold it.
Specifically, we retain gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.
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 the Club holds about you;
• The right to request that the Club 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 Club to retain such data;
• The right to withdraw your consent to the processing at any time, except when we have to retain or process the data to comply with an obligation such as a legal requirement or contractual obligation;
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable);
• 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, (where applicable).
• 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 Data Protection Notice, then we will provide you with 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 Club Secretary at firstname.lastname@example.org or 5 Haven Way, Chatham, ME4 3LB.
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.
Rotary Club of Gravesend and Gravesend Rotary Club Service Fund (charity 271130)