BASINGSTOKE HERITAGE SOCIETY DATA PRIVACY NOTICE
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 (the “GDPR”) 2018.
2. What are the General Principles of GDPR?
All personal data must be:
Processed lawfully, fairly and in a transparent manner.
Collected for specified, explicit and legitimate purposes.
Adequate, relevant and limited to what is necessary.
Accurate and where necessary kept up to date.
Kept in a form which permits identification of data subjects for no longer than is necessary.
Processed in a manner that ensures appropriate security of the personal data.
3. Who are we?
The Basingstoke Heritage Society (BHS) is an independent registered charity, founded in 1989, dedicated to making Basingstoke a better and more interesting place. BHS relies on its membership to fund and support its objectives. BHS only holds personal information regarding its membership as is strictly necessary to perform its functions and, as your privacy is important to BHS, only Trustees who carry out the work of BHS are provided with access. We do not share your data with any third parties, other than required by law.
4. Who are the BHS Data Controllers?
The Trustees of the Basingstoke Heritage Society (BHS) are the organisation’s Data Controllers. They decide how your personal data is processed and for what purposes.
5. What personal data do we record and how do we store and use it?
We record and store each member’s name, address, telephone number, email address and whether they Gift Aid their subscription and donations, where provided on the Membership Application Form and on subsequent Membership Renewal Form. The Trustees periodically compile a computerised Membership List that is then provided to all the Trustees. The Trustees maintain computerised mailing lists of the members who have provided an email address. The Treasurer maintains the hard copy records of individual membership. The Treasurer maintains all records relating to Gift Aid.
6. How do we process your personal data?
The BHS comply with their statutory 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 the following purposes: -
To administer membership records;
To fundraise and promote the interests of the charity;
To maintain our own accounts and records (including the processing of gift aid applications);
To inform the membership of news, events and activities run by or attended by BHS
To inform the membership of news, events and activities of appropriate kindred bodies which are considered will be of interest to members.
7. What is the legal basis for processing your personal data?
The BHS has determined that Contract is the lawful reason: the processing is necessary for a contract we have with the individual, or because they have asked us to take specific steps before entering into a contract. This is a record of your personal data so that we can keep you informed about news, events and activities, and, if relevant, process your donations and claim gift aid.
Processing is carried out by us provided the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes) and there is no disclosure to a third party without consent.
8. Sharing your personal data
Your personal data will be treated as strictly confidential, and with the exception of the Trustees, will only be shared with other members of BHS where necessary. Data relating to gift aid claims is only shared with HMRC. We will only share your data with other third parties where Lawful or as required by law.
9. How often do we amend details of your Consent?
The BHS will assume that details of your Data remain valid throughout the period of your Membership unless you notify them of a change.
10. How long do we keep your personal data?
We only keep your data for two years after you cease to be a member of the BHS unless required to do so by legislation and will not use it to contact you after your membership ceases. Specifically, we retain gift aid declarations and associated data for up to 7 years after the tax year to which they relate.
Further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible.
11. 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 be informed – to know what, how, when and for how long data is used;
The right of access - to be able to see and know what data is being held and to request a copy of your personal data which the BHS holds about you;
The right to rectification - to request that the BHS corrects any personal data if it is found to be inaccurate or out of date;
The right to erasure - to request that your personal data is corrected or erased where it is no longer necessary for the BHS to retain such data;
The right to change your consent – at any time either to withdraw your consent or to amend your consent to the processing of your data;
The right to restrict processing – to stop data being used for certain purposes.
The right to data portability – to request that the BHS Data Controller provides your data directly to another data controller.
The right to object – to lodge a complaint about how the data is used and if necessary refer the matter to the Information Commissioner’s Office.
12. 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 note explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions
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14. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Chairman of the Basingstoke Heritage Society, c/o BVS, The Orchard White Hart Lane, Basingstoke, RG21 4AF or firstname.lastname@example.org
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.