We are The Friends of Cannizaro Park, a registered charity number 1160982.
The Friends is the ‘data controller’ as defined in the GDPR. This means we decide how your information is processed and for what purposes.
What Personal Data do we hold?
We collect, process, and store the following information about our Members:
- Name and title
- Postal address
- Email address
- Telephone number
- Membership type
- Date membership commenced
- Whether a Member’s subscription is up to date
- Communication preferences
- Information relating to volunteering (if applicable)
- Interactions with the Friends (e.g., activities, events, financial contributions) All of the above information is “Personal Data” for the purposes of this Policy.
Our legal basis for holding your Personal Data
The information we collect comes directly from each Member when a Member completes the registration process to join the Friends or when a Member interacts with the Friends during their membership in various other ways (for example, by booking to attend events arranged by the Friends). This data is held and used for the purposes of the legitimate interest of the Friends as a membership organisation.
How we process your Personal Data
We comply with our obligations under GDPR in the following ways:
- By keeping Personal Data up to date
- By storing and destroying it securely
- By not collecting or retaining unnecessary or excessive amounts of data
- Ensuring that appropriate technical and organizational measures are in place to protect Personal Data
How we use your Personal Data
- To manage your membership and process annual subscriptions for the Friends
- With your consent, to inform you via email or post of activities and developments of the Friends and about events that we may be arranging or supporting about which we think you might like to hear
Members can manage their communication preferences easily and quickly online via their membership account, which can be accessed via The Friends of Cannizaro Park website. Communication preferences can also be altered by post, using the address below.
We will not use your information for any other purposes unless we are required to do so by law, in connection with any legal proceedings, or in order to establish, exercise, or defend our legal rights.
Who has access to your Personal Data
Your Personal Data is accessed internally only by our Trustees and administrative officers (e.g. Membership Secretary, Treasurer) for the purposes of managing your membership. Certain volunteers may be provided with limited information (e.g. names and emails) to perform activities such as organising events.
We may need to share your Personal Data from time to time with professional advisors (e.g. IT and legal) if they provide services to us in order to administer your membership and the activities we provide.
We will also disclose your Personal Data if we are required to do so by law or to a law enforcement agency.
Where your Personal Data is stored and processed
WebCollect.com is the Data Processor. Your Personal Data is stored securely on their dedicated servers housed in a high-quality UK-based data centre. SSL encryption is used when storing and transmitting your data.
The Friends store and process extracts of your Personal Data locally for the purposes of Gift Aid claims.
No financial information (e.g. bank details) is held by us or WebCollect. This is only held by 3rd party payment providers (e.g. GoCardless).
Access to your Personal Data is controlled by the Friends.
How long we keep your Personal Data
This means we keep information about Members for the duration of their membership and for a period of 1 year after cessation of membership.
We securely erase your information in advance of these deadlines if we decide that we no longer need it.
You have the following rights regarding your Personal Data:
Rights What does this mean?
|3. Right to rectification||You are entitled to have your information corrected if it is inaccurate or incomplete.|
|4. Right to erasure||This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there is no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.|
|5. Right to restrict processing||You have the right to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in the future.|
|6. Right to data portability||You have the right to obtain and reuse your Personal Data in a structured, commonly used, and machine-readable format in certain circumstances. In addition, where certain conditions apply, you have the right to have such information transferred directly to a third party.|
|7. Right to withdraw consent||If you have given your consent to anything we do with your Personal Data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful).|
Right to object to processing
In addition to the above rights, you also have the right to object to certain types of processing, in certain circumstances. In particular, the right to object to the processing of your personal data based on our legitimate interests grounds (including processing for direct marketing)
This policy was last updated in April 2020.
Contacting us and making a complaint
The Friends of Cannizaro Park
c/o Willow House
35 High Street
Email: [email protected]
If you are not satisfied with our response or you believe our use of your information does not comply with data protection law, you can make a complaint to the UK regulator in relation to data privacy, the Information Commissioner. See www.ico.org.uk for more information.