Rotary Newton Aycliffe Privacy Notice

Rotary Club of Newton Aycliffe

Privacy Notice

This leaflet explains how the Rotary Club of Newton Aycliffe collects, holds and uses your personal information in accordance with the General Data Protection Regulations, thereby respecting confidentiality, ensuring its security and protecting your privacy.

You may give information to us directly, indirectly through fundraising websites, via social media, it may be accessed through Rotary International or Rotary International in Great Britain and Ireland (RIBI); it may be within the public domain and the information may be retained as a paper or electronic record or both.

What personal information we collect and how we use it

We will only capture the minimum amount of information that we need in relation to your membership, donation or services we provide to you. The information we usually collect is:

• Your name

• Your contact details

• Your date of birth

• Details of the enquiry, service or product

• Where appropriate, we may also ask for additional information.  (classification for members)

   

  How we will use your data

  We will use your personal data for the legitimate interest of conducting core business activities, these will include:

   

• administering your membership or donation, including processing Gift Aid,

• providing you with the services, products or information you asked for,

• communicating organisational messages and information to members and club officers,

• facilitating meetings and other special event planning,

• providing information and updates to members and club officers on RI and RIBI programmes and service projects,

• preparing Rotary Members’ Lists,

• identifying delegates for conferences,

• appointments to committees and club offices and other assignments within the Rotary organisation,

• presenting our website and its contents to you and to allow you to participate in interactive features on our website,

• keeping a record of your relationship with us,

• understanding how we can improve our services, products or information,

• any other way we may describe when you provide the information, or

• any other purpose with your consent.

   

   

  Sharing within the Rotary organisation

  The Rotary organisation is made up of Rotary International (RI), The Rotary Foundation (TRF), Rotary International in Great Britain and Ireland (RIBI), the Rotary Foundation United Kingdom (RFUK) and the RIBI Donations Trust.

   

  When you give information to us it will be shared within the wider organisation to facilitate your membership or donations and to provide the service afforded to you.

   

  As a club within RIBI we are a data processor for some of your personal information associated with your membership and will process your data in accordance with the RIBI Privacy Notice. https://www.rotarygbi.org/privacy-policy/

   

  As a “Friend of the Club” we will store your personal data on the club website but it will not be shared with the wider Rotary organisation and will only be accessible to club members.

   

  We may also collect personal data for our club and district activities and are therefore acting as a data controller meaning that we are also legally responsible for protecting your data under GDPR legislation.

   

  Data Sharing (Our service/host providers)

  Information shared with the wider Rotary organisation may need to be shared or access granted to third parties that provide us with services or host applications/software that you may access. Details are available on the RIBI Privacy Notice.

   

  Sharing with third parties

  We will never commercially sell your personal data to anyone else.

   

  We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. In such cases, we will take adequate steps to ensure that they provide an adequate level of protection in accordance with UK law. However, we may need to disclose your details  to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.

   

  How we keep your information safe and who has access to it

  We ensure that there are appropriate physical and procedural controls in place to protect your personal details. We regularly review access to information which should only be accessible by appropriate members.

   

  Where we store your information

  Your personal information will be hosted securely within the UK or the EU by Rotary International in Great Britain & Ireland. The privacy notice is available on their website.   However, you should be aware that it will also be transferred to, stored and processed by Rotary International outside the European Economic Area (EEA).  RIBI have ensured that your information will be protected to the standard set within UK law. You can view Rotary International’s privacy notice by visiting their website: https://my.rotary.org/en/privacy-policy.

   

  How long we retain your information and how we keep it up to date

  We will only keep your information for as long as we need it. There are however statutory timescales with which we must comply These are outlined within the RIBI Privacy Notice.

   

  Ensuring your information is correct

  Individual members are responsible for keeping their own personal data up to date and have access to the RIBI Data Management System (DMS) or My Rotary on the RIBI website for this purpose. Where necessary, we will keep your information accurate and up-to-date.

   

  Your rights

  Under provisions of the General Data Protection Regulations, you have the right:

• to be informed when your personal data is being collected, what is collected and how it will be used or shared,

• to access your personal data (subject access),

• request a copy of the information which we hold on you. (Normally free of charge)

• in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed,

• in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process,

• in certain circumstances to data portability.

   

  Further information is available on the Information Commissioner’s website https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

   

  These rights may not apply, e.g. if you are a valid member we will need to communicate with you about your membership and those services afforded to you as part of that membership; you hold a club office and we need to communicate with you in relation to that office, in which case you will not be able to unsubscribe from these communications.

   

  As a “friend” we will similarly communicate with you outlining future club or district events which may be of interest to you or where we are seeking your help or support.

   

  We collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you.  We will only process your personal data as you would reasonably expect us to. You can opt out of our general member mailings at any time.

   

  Subject Access Request

• If you wish to make a subject access request for any personal information we may hold, you need to put the request in writing, by letter or email, and addressed to the general secretary of RIBI enclosing two proofs of identification.

   

  Complaints

  If you are unhappy with how we have processed your personal information, please firstly contact the club secretary. If your complaint is not satisfactorily resolved you should refer the matter to the General Secretary of RIBI. If you are still unhappy you may contact the Information Commissioner’s Office.

   

  General Questions

  These initially should be directed to our club’s secretary. However if you are wishing to pursue a formal process, then please use the procedures that are previously outlined.

   

Cookies:

Like most websites, we use “cookies” to help us make our site, and the way you use it, better. We do not store any personal data in the cookies that we use. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to www.aboutcookies.org to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.