Rotary Club of Mirfield Privacy Notice
Privacy Notice Rotary Club of Mirfield
Privacy Notice
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 and the current Data Protection Act (the “GDPR”).
2. Who are we?
The Rotary Club of Mirfield (“the Club”) is the data controller (contact details below). This means
it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Club 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 run events and activities;
• To administer membership records;
• To fundraise for charitable purposes;
• To manage our volunteers;
• To maintain our own accounts and records (including the processing of gift aid applications);
• To inform you of news, events, activities and services run by the Club. or by others which we
think may interest you
4. What is the legal basis for processing your personal data?
• Your explicit consent to us using your personal data for the purposes above.
• Processing is necessary for carrying out legal obligations;
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other
members of the Club in order to carry out the purposes above. We will only share your data with
third parties with your consent.
6. How long do we keep your personal data
We keep data until we believe you no longer wish to be involved with the purposes above or you
tell us you no longer want us to hold it. Specifically, we retain gift aid declarations and associated
paperwork for up to 6 years after the calendar year to which they relate. We will retain minutes of
meetings within which are named individuals for 2 years after the Rotary year in which they were
created. With the exception of one copy for the clubs archives which are retained to ensure we
have a historical record of our existance. The archive can only be referred to for historical purposes,
the content having no relevence to the club's on-gpoing business.
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 (to which you also have a responsibility for accuracy): –
• The right to request a copy of your personal data which the Club holds about you;
• The right to request the Club 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 Club
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, (known as
the right to data portability), (where applicable).
• 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, (where applicable).
• The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection
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.
9. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Club
Secretary.
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.
Rotary Club of Mirfield (Registered charity number )
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