Rotary Howe of Fife Privacy Notice

The Rotary Club of the Howe of Fife

promises to respect the confidentiality of any personal data you share with us, to keep it safe, and we will always take every effort to protect your privacy.

We pride ourselves on our honesty and openness and will always be clear how, when and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.

We collect information in the following ways:

When you give it to us DIRECTLY

There are many ways you may give us your information. For example, when you begin volunteering, make a donation or communicate with us by phone, in writing, including email, or in person. We are responsible for your data at all times.

When you give it to us INDIRECTLY

Your information may be shared with us by independent organisations, for example sites like Virgin Money Giving or BT MyDonate or other such services. These independent third parties will only share your information when you have consented. You should check their Privacy Notice when you provide your information to understand fully how they will process your data.

Via Social Media

Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, etc., you might give us permission to access information from those accounts or services.

Via information available publicly

This may include information found in places such as websites, Companies House and information that has been published in articles/newspapers.

What personal information we collect and how we use it

We will only ever capture the minimum amount of information that we need to in relation to your donation or services we provide to you and we promise to keep your information secure. The personal data we may collect includes:

* Your name

* Your contact details (address, email and telephone number as appropriate)

* Your date of birth

* Gender

* Your bank or credit card details (as relevant to the service provided)

* Details of the enquiry, service or product

Where it is appropriate, we may also ask for additional information, and this will be made clear to you at the time the personal information is requested.

How we will use your data

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

* Administering your donation, including processing Gift Aid where applicable

* Providing you with the services, products or information you would reasonably expect to receive as part of your enquiry.

* Presenting our website and its contents to you and allowing you to participate in interactive features on our website

* Keeping a record of your relationship with the club and within the Rotary organisation

* Understanding how we can improve our services, products or information

* In any other way we may describe when you provide the information

* For any other purposes with your consent

Sensitive information

We do not collect any personal information classified as ‘sensitive’ under GDPR.

Rotakids and under 18s data

We do not collect information from under 18s without the consent of their parent or guardian.

Data Sharing

1) Our service/host providers

In the course of our legitimate activities there may be a need for us to share your personal data with third parties that provide us with services or host our applications/software that you may access, for instance:

* Rotary District 1010

* RIBI Template Designer and RIBI Template Administrators

* Heart Internet – our RIBI Template database and rotarygbi.org secure hosting service provider

2) Sharing with third parties

We will never 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.

However, we may need to disclose your details if required to by 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 technical controls in place to protect your personal details. For example, confidential paper records are securely stored, or securely disposed. PCs/devices are protected with appropriate anti-virus and malware protection.

We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate officers and members and our service/host providers.

We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach. If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

Where we store your information:

We store your information in a secure area of our website accessible to Rotary Club members only.

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 to assist you with your enquiry, donation, event registration or other services associated with your relationship with this Rotary club. There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely, financial records must be kept for 7 years, information associated with Health & Safety for three years after an event etc. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner, or guidance issued at the time the personal information is collected.

Your rights

The General Data Protection Regulation gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website:

* You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.

* You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. You can also request a copy of the information which we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the club, contact details shown below, enclosing two proofs of identification. Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, the club can:

- charge a reasonable fee taking into account the administrative costs of providing the information; or

- refuse to respond.

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

* You have a right 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.

* You have a right in certain circumstances to data portability.

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. Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice

We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by notifying you directly.

Our contact details:

Rotary Club of the Howe of Fife, Village Inn, Pitlessie KY15 7SU

Email: webmaster@rotaryhoweoffife.rotary1010.org

Complaints

If you are unhappy with how we have processed your personal information, please firstly contact the club,  details above. If you are still unhappy you may contact the following:

Information Commissioner’s Office

Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745

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.