Friends of the Venerabile | Registered Charity Number 1075141
Privacy Statement
Introduction
This statement contains information for members of the Friends of the Venerabile (“the Friends”) and is required under the Data Protection Act 1998 and the General Data Protection Regulations (“GDPR”) which come into effect on 25 May 2018.
The Friends’ Representative for these purposes is Mr J. Holroyd, Hon. Secretary, of 11 Fairfax Road, Bingley, West Yorkshire, BD16 4DR. Telephone number 07896 627501. Email: j.s.holroyd@outlook.com
Purposes of processing members’ data
All members’ personal information supplied to the Friends will be used solely for communication with them concerning the Friends’ membership, governance, events and other matters concerning the Friends, and with the Roman Association for distribution of the Venerabile Magazine. It will not be shared with any other organisation except where there is a statutory obligation to do so.
Lawful basis for processing members’ data
We have considered the various lawful bases of processing data prescribed by the GDPR and have concluded that the basis of “Legitimate Interest” applies to the Friends. That is because, unless we obtain personal data from you and are able to process it, we cannot provide you with the services we offer.
Categories of personal data processed
We collect members’ names and addresses as well as email addresses and telephone numbers. For the purposes of Gift Aid, we also ask you to state whether or not you are a UK tax payer. We record and maintain all that information provided for on the membership application form when you join, and we record your current status regarding the payment of subscriptions. No other sensitive information is requested or stored.
Access to members’ personal data
Access to members’ personal data is restricted to the Trustees of the Friends and those persons appointed to administer the database and deal with Gift Aid.
Retention period
Members’ data will be kept while their membership is current and for a period after cessation of membership, for Gift Aid purposes, as required by HMRC.
Individual’s rights in respect of processing
A member may request in writing, at any time, to see their personal data held by the Friends. They should write to the Friends’ Representative named in this Statement.
Right to request removal
Members may, at any time, request in writing that their personal details be removed from the Friends’ database. They should write to the Friends’ Representative named in this Statement. The consequence of this, of course, would be cessation of their membership.
Right to lodge a complaint
Members have the right to file a complaint with the relevant authority, currently the Information Commissioner’s Office (ICO) https://ico.org.uk
Source of personal data
Members’ data is stored both in paper form and on computer. In both cases this data is properly secured in locked and alarmed premises and/or by password protection. Passwords are known only to those persons who are appointed to administer the database.
14 May 2018