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”).
2. Who are we?
The Shelswell History Festival is a Registered Charity Number 1171846. The person responsible for the personal data is the data controller (contact details below). The charity decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Shelswell History Festival 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 the following purposes: –
• To enable us to provide a voluntary service for the benefit of the public in the vicinity of the Shelswell Benefice as specified in our constitution;
• To administer membership records;
• To fundraise and promote the interests of the charity;
• To manage our volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To inform you of news, events and activities of the charity;
4. What is the legal basis for processing your personal data?
• Explicit consent of the data subject so that we can keep you informed about news, events and activities;
• Processing is necessary for carrying out legal obligations in relation to Gift Aid;
• Processing is carried out by the charity as a not-for-profit body: –
o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
o there is no disclosure to a third party without 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 Shelswell History Festival for purposes connected with the charity. We will only share your data with third parties outside of the parish with your consent.
6. How long do we keep your personal data? We retain gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate; details of charity trustees, members and sponsors will be held for up to 6 years.
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 Shelswell History Festival holds about you;
• The right to request that the Shelswell History Festival 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 Shelswell History Festival to retain such data;
• The right to withdraw your consent to the processing at any time;
• 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;
• 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;
• The right to lodge a complaint with the Information Commissioners Office.
8. Information Held
• Gift Aid: title, first name or initial, last name, house name or number, Post Code, donation (shared with HMRC).
• SHF Members: name, address, phone number, email address, date registered, date ceased to be a member.
• Trustees: name, signature, date appointed (shared with the Charity Commission).
• Volunteers: name, telephone number, email address.
• Contractors/Suppliers: name, trading name/company, telephone number, email address.
• Grants/donations: name, trading name/company, address, telephone number, email address.
9. Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy 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.
10. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Secretary, Shelswell History Festival email Shelswellhistory@outlook.com.
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.
1. Your personal data – what is it?