Long Eaton WI Privacy Notice
Why do we need a Privacy Notice?
Data Protection regulation in the UK requires all organisations to inform individuals about the personal data they hold and use, and the reasons for this. This Privacy Notice is intended to make it easier for you to find out how we use and protect your information.
Who does this Privacy Notice apply to?
This Privacy Notice is for all those whose personal information is dealt with in any way by Long Eaton WI (LEWI).
How this Privacy Notice relates to you
We want to be open and transparent about how we use your personal data. We are not changing the way we use your personal data. Our Privacy Notice has in it what the new General Data Protection Regulation (GDPR) requires us to include. It covers:
Who are we?
LEWI is an independent local charity open to any woman over the age of 18.
When do we collect personal information about you?
The only information we hold about you has been given to us by you directly. This information has been collected via our membership form, which you completed when you joined. As a subsidiary of Derbyshire Federation of WIs (DFWI) and the National Federation of WIs (NFWI), we are required to pass on your information to them so your membership can be processed. They both have separate privacy policies covering what information they hold about you and how they process your information.
What personal information do we use?
LEWI will collect, store and otherwise process the following information as part of your WI membership:
Name
Postal address
Email address
Telephone number
Date of birth (optional)
Information about attendance at WI meetings, outings and other events
How we use your personal information
LEWI uses your personal information to provide you with information about our meetings, WI activities, services we provide including community work we are involved in, and other community activities that may be of interest to you.
Lawful processing
We are required to rely on one or more lawful grounds to collect and use the personal information that we have outlined above. We consider that our legal ground for collecting and holding your information is legitimate interests.
We rely on this basis where applicable law allows us to collect and use personal information for our legitimate interests and the use of your personal information is fair, balanced, and does not unduly impact your rights. For instance, it is in our legitimate interest to promote the aims and objectives of LEWI and to use the personal data of members in order to do so.
Do we share your personal information?
LEWI will not sell, rent or lease your personal information to others. We will never disclose your information to third parties outside of LEWI, DFWI and NFWI and, in these situations, we have to share your information in order for your membership to be processed. The only third party we currently use is Google (docs and email). Google is GDPR compliant. In the future, if we ever use another third party (such as Mail Chimp) to process your information we will ensure that they are GDPR compliant.
Securing your personal information
LEWI will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We restrict access to those who have a need to know. LEWI will store all the personal information you provide on secure servers, in password protected electronic documents or, if on paper, in locked locations.
How long do we keep your personal information?
Unless still required in connection with the purpose for which it was collected and/or processed, we will retain your personal information for as long as you are a member of LEWI. Your personal information will be removed from our records if you cancel your WI membership. However, before this date: (i) if your personal information is no longer required in connection with such purpose(s); (ii) we are no longer lawfully entitled to process it; or (iii) you validly exercise one of your rights of erasure, we will remove it from our records.
Your rights and preferences
LEWI may contact you by email, text message, post, social media or other electronic means depending on the communication preferences you have previously indicated. When we use your personal information you have the right to:
Ask us for confirmation of what personal information we hold about you, and to request a copy of that information. If we are satisfied that you have a legal entitlement to see this personal information, and we are able to confirm your identity, we will provide you with this personal information.
Request that we delete the personal information we hold about you, as far as we are legally required to do so.
Ask that we correct any personal information that we hold about you which you believe to be inaccurate.
Object to the processing of your personal information where we: (i) process on the basis of the legitimate interests ground; (ii) use the personal information for direct marketing; or (iii) use the personal information for statistical purposes.
Ask for the provision of your personal information in a machine-readable format to either yourself or a third party, provided that the personal information in question has been provided to us by you, and is being processed by us: (i) in reliance on your consent; or (ii) because it is necessary for the performance of a contract to which you are party; and, in either instance, we are processing it using automated means.
Ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage.
At any point you can request to unsubscribe from any LEWI emails you have subscribed to, or remove your personal information from the database by contacting us. Please note that where you ask us to delete your personal information we will maintain a skeleton record comprising your name and contact details to ensure that we do not inadvertently contact you in the future.
Please note that you also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns
Other websites
LEWI is not responsible for the privacy practices or the content of linked web sites. As a member of the WI, your information is given to both DFWI and NFWI, who both have their own websites, as well as their own privacy notices. Please review the privacy notices of such websites.
Updating this privacy notice
LEWI may update this privacy notice by posting a new version on its website. If we update this privacy notice in a way that significantly changes how we use your personal information, we will bring these changes to your attention. Otherwise, we would recommend that you periodically review this privacy notice to be aware of any other revisions.
How to contact us
LEWI’s President is responsible for monitoring compliance with relevant legislation in relation to personal information. You can also contact the President if you have any questions about this privacy notice or our treatment of your personal information by emailing [email protected]
Why do we need a Privacy Notice?
Data Protection regulation in the UK requires all organisations to inform individuals about the personal data they hold and use, and the reasons for this. This Privacy Notice is intended to make it easier for you to find out how we use and protect your information.
Who does this Privacy Notice apply to?
This Privacy Notice is for all those whose personal information is dealt with in any way by Long Eaton WI (LEWI).
How this Privacy Notice relates to you
We want to be open and transparent about how we use your personal data. We are not changing the way we use your personal data. Our Privacy Notice has in it what the new General Data Protection Regulation (GDPR) requires us to include. It covers:
- Who are we?
- When do we collect personal information about you?
- What personal information do we use?
- How we use your personal information
- Lawful processing
- Do we share your personal information?
- Securing your personal information
- How long do we keep your personal information?
- Your rights and preferences
- Other websites
- Updating this Privacy Notice
- How to contact us
Who are we?
LEWI is an independent local charity open to any woman over the age of 18.
When do we collect personal information about you?
The only information we hold about you has been given to us by you directly. This information has been collected via our membership form, which you completed when you joined. As a subsidiary of Derbyshire Federation of WIs (DFWI) and the National Federation of WIs (NFWI), we are required to pass on your information to them so your membership can be processed. They both have separate privacy policies covering what information they hold about you and how they process your information.
What personal information do we use?
LEWI will collect, store and otherwise process the following information as part of your WI membership:
Name
Postal address
Email address
Telephone number
Date of birth (optional)
Information about attendance at WI meetings, outings and other events
How we use your personal information
LEWI uses your personal information to provide you with information about our meetings, WI activities, services we provide including community work we are involved in, and other community activities that may be of interest to you.
Lawful processing
We are required to rely on one or more lawful grounds to collect and use the personal information that we have outlined above. We consider that our legal ground for collecting and holding your information is legitimate interests.
We rely on this basis where applicable law allows us to collect and use personal information for our legitimate interests and the use of your personal information is fair, balanced, and does not unduly impact your rights. For instance, it is in our legitimate interest to promote the aims and objectives of LEWI and to use the personal data of members in order to do so.
Do we share your personal information?
LEWI will not sell, rent or lease your personal information to others. We will never disclose your information to third parties outside of LEWI, DFWI and NFWI and, in these situations, we have to share your information in order for your membership to be processed. The only third party we currently use is Google (docs and email). Google is GDPR compliant. In the future, if we ever use another third party (such as Mail Chimp) to process your information we will ensure that they are GDPR compliant.
Securing your personal information
LEWI will take all reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We restrict access to those who have a need to know. LEWI will store all the personal information you provide on secure servers, in password protected electronic documents or, if on paper, in locked locations.
How long do we keep your personal information?
Unless still required in connection with the purpose for which it was collected and/or processed, we will retain your personal information for as long as you are a member of LEWI. Your personal information will be removed from our records if you cancel your WI membership. However, before this date: (i) if your personal information is no longer required in connection with such purpose(s); (ii) we are no longer lawfully entitled to process it; or (iii) you validly exercise one of your rights of erasure, we will remove it from our records.
Your rights and preferences
LEWI may contact you by email, text message, post, social media or other electronic means depending on the communication preferences you have previously indicated. When we use your personal information you have the right to:
Ask us for confirmation of what personal information we hold about you, and to request a copy of that information. If we are satisfied that you have a legal entitlement to see this personal information, and we are able to confirm your identity, we will provide you with this personal information.
Request that we delete the personal information we hold about you, as far as we are legally required to do so.
Ask that we correct any personal information that we hold about you which you believe to be inaccurate.
Object to the processing of your personal information where we: (i) process on the basis of the legitimate interests ground; (ii) use the personal information for direct marketing; or (iii) use the personal information for statistical purposes.
Ask for the provision of your personal information in a machine-readable format to either yourself or a third party, provided that the personal information in question has been provided to us by you, and is being processed by us: (i) in reliance on your consent; or (ii) because it is necessary for the performance of a contract to which you are party; and, in either instance, we are processing it using automated means.
Ask for processing of your personal information to be restricted if there is disagreement about its accuracy or legitimate usage.
At any point you can request to unsubscribe from any LEWI emails you have subscribed to, or remove your personal information from the database by contacting us. Please note that where you ask us to delete your personal information we will maintain a skeleton record comprising your name and contact details to ensure that we do not inadvertently contact you in the future.
Please note that you also have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns
Other websites
LEWI is not responsible for the privacy practices or the content of linked web sites. As a member of the WI, your information is given to both DFWI and NFWI, who both have their own websites, as well as their own privacy notices. Please review the privacy notices of such websites.
Updating this privacy notice
LEWI may update this privacy notice by posting a new version on its website. If we update this privacy notice in a way that significantly changes how we use your personal information, we will bring these changes to your attention. Otherwise, we would recommend that you periodically review this privacy notice to be aware of any other revisions.
How to contact us
LEWI’s President is responsible for monitoring compliance with relevant legislation in relation to personal information. You can also contact the President if you have any questions about this privacy notice or our treatment of your personal information by emailing [email protected]