1. Your personal data – what is it?
Any information that enables individuals to be identified. This includes name, postal address, telephone number(s), and Email address.
From 25th May 2018 a new law comes into force regarding how an organization like the Friends of Saint Ann’s may hold people’s personal information. The new General Data Protection Regulation (GDPR) is possibly the biggest change to UK data privacy law and intended to better protect the integrity of personal data.
2. Who holds this data?
Personal data collected from members of the Friends and other interested persons (eg. people attending Battlefield reunion or other special events) is stored on computer by the Secretary of the Friends, currently Mike Greatbatch.
3. How do we process your personal data?
The Friends of Saint Ann’s complies with its obligations under the new 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 personal data for the following purposes:
- Invite members of the Friends to the AGM
- Encourage Friends to renew their annual subscriptions
- Circulate newsletters and other information of interest, including details of special events or news items relating to the agreed purposes of the Friends of Saint Ann’s
- Invite members of the Friends to special events and activities.
4. Sharing your personal data.
Personal data is kept strictly confidential and we would not share such data with anyone without the consent of the individual that the data belongs to.
5. How long do we keep personal data?
Personal data held by the Friends of Saint Ann’s consists of a membership database that records names, contact details, and records of membership renewals. The data is retained for the current and previous year’s membership; this is to allow any member to pay their subscription at any time during the current year.
If any member has not paid their subscription two years running, their details are deleted from the database and all correspondence will cease. If such former members wish to renew their membership after this two year period they will need to submit their details again, by way of a membership application.
Contact details of other interested persons have also been collected at special events such as reunions but this will now cease. From 2018 onwards only the personal details of members will be held by the Secretary of the Friends.
6. Individual rights and personal data
Individual members of the Friends can:
- Request a copy of their personal data held by the Friends of Saint Ann’s;
- Request corrections or changes to their personal data;
- Request the deletion of their personal data.
7. Future use of personal data
If the Friends of Saint Ann’s wishes to use personal data for a purpose not covered by this Notice then the Secretary of the Friends will secure prior consent and explain why it is necessary that this Notice requires updating or amending.
8. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the current secretary: michael.greatbatch@sky.com
May 2018
