Durham City Freemen
Data Protection Policy
Who we are.
We are Durham City Freemen (the Freemen). We can be contacted via the Secretary Tel 07919996551 email secretary@durhamcityfreemen.org
About this policy
This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.
a. We may collect use and store your personal data as described in this Data Privacy Policy and as described when we collect data from you.
b.We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check our website
www.durhamcityfreemen.org.uk regularly for any amendments or contact the Membership Secretary for a current copy. Amendments will not be made retrospectively.
c.We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (
www.ico.gov.uk) For the purposes of the GDPR we will be the 'controller' of all personal data we hold about you.
What information we collect and why.
|
Type of information |
Member’s name, address. Telephone numbers, Email addresses. |
|
Purposes |
Managing the membership of the Freemen. |
| Legal Basis for Processing |
For the purpose of our legitimate interests in operating the Freemen
|
| Type of information | Legal Basis for Processing. |
|
Purposes |
Managing the membership of the Freemen |
| Legal Basis for Processing | For the legitimate purpose of maintaining diversity data. |
| Type of information | Photos and videos of members. |
| Purposes |
Putting on the Freemen’s website and social media pages in the Yearbook and using in press release.
|
| Legal Basis for Processing |
Consent. We will seek the member’s consent on their application form and the member may withdraw their consent at any time by contacting us by email or letter.
|
|
|
|
| Type of information | Details of family history and/or apprenticeship details as appropriate. |
| Purposes | Managing the membership of the Freemen. |
| Legal Basis for Processing |
For the legitimate purpose confirming the criteria for
Membership. |
| Type of information |
Name, address, telephone numbers and email addresses of each
Trustee, Warden and Official. |
| Purposes |
Information published on the Freemen’s website, in yearbooks
And other publications in the Freemen’s marketing materials. |
| Legal Basis for Processing |
For the purposes of our legitimate interests in operating and
Promoting the Freemen. |
| Type of information | Photographs of members of the public, award winners (family and friends), people who receive charitable trust donations? |
| Purpose | Putting on the Freemen's website and social media pages in the Yearbook and using in press release. |
| Legal basis for Processing | For the purposes of our legitimate interests in operating and Promoting the Freemen |
How we protect your personal data
- We will not transfer your personal data.
- We have established generally accepted standards of technology and operational security to protect personal data from loss, misuse or unauthorised alteration or destruction.
- Please note however that where you are transmitting information to us over the internet this can never be 100% secure.
- We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who has access to the information you provide us?
- We will never sell your personal data. We will not share your personal data with any third party without your prior consent (which you are free to withhold) except where we are required to do so by law.
- We may pass your personal data to third parties who are service providers, agents, and subcontractors to us for the purposes of completing tasks and providing services to you or on our behalf (e.g., to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Freemen. However, we disclose only personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their own sub-processors) that ensure your information is kept secure and not used for their own purposes.
How long do we keep your information?
- We will hold your personal data on our systems for as long as you are a Freeman and for as long afterwards as it is in our legitimate interest to do so or for as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form to be able to comply with future legal obligations and the establishment or defence of legal claim.
Your rights
- You have rights under the GDPR: to access your personal data.
- to be provided with information about how your personal data is processed to have your data corrected.
- to have your personal data erased in certain circumstances to object or restrict how your personal data is processed.
- to have your personal data transferred to yourself or to another organisation in Certain circumstances.
- You have the right to take any complaints about how we process your personal data to the Information Commissioner: https://ico.org.uk/concerns or 0303 123 1113
- Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire
- SK9 5AF
For more details, please address any questions to the Secretary.
Data Protection Officer.
At present we do not need a Data Protection Officer because of the type of data we collect.
To be reviewed annually by Warden and Deputies.
