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Data Protection Policy

Data Privacy Notice – Rycotewood Association

Your personal date – what is it?

1. 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 (the “GDPR”).

Who are we?

2. The Committee members of Rycotewood Association. Day to day operations are carried out by volunteers, committee members of the Rycotewood Association.

How do we process your personal data?

3. Rycotewood Association 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 unnecessary 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.

4. We use your personal data for the following purposes:

  • To administer membership records;

  • To fundraise and promote the interests of the Rycotewood Association;

  • To manage our volunteers;

  • To maintain our own accounts and records;

  • To process bursary applications;

  • To inform you of news, events, activities and talks

What is the legal basis for processing your personal data?

5. Legitimate interests of the data subject so that we can keep you informed about news, events, activities and talks and process your bursary donations.

6. Processing is carried out by elected Rycotewood Association officers or other designated volunteers and only relates to the data to which an individual’s consent has been given.

Sharing your personal data

7. Your personal data will be treated as strictly confidential and will not be shared with other members of the Rycotewood Association or other third party. If another member wishes to contact you, this will be via the Rycotewood Association according to your chosen contact method(s).

How long do we keep your personal data?

8. We keep personal data for members whilst their membership is current. We retain a membership list to ensure only valid members can take part in elections for the Committee. Bursary declarations and associated paperwork is kept for up to six years after the calendar year to which they relate.

Your rights and your personal data

You have the following rights concerning the data that we hold about you:

  • The right to request a copy of your personal data that the Rycotewood Association holds about you;

  • The right to request that Rycotewood Association 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 Rycotewood Association to retain such data;

  • The right to withdraw your consent to the processing at any time;

  • The right where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction is placed on further processing;

  • The right to lodge a complaint with the Information Commissioner’s Office.

Further processing

10. If we wish to use your personal data for a new purpose, not covered by this Data Privacy 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.

Contact details

11. To exercise all relevant rights, queries or complaints please in the first instance contact:

The Secretary of Rycotewood Association

55 Towersey Drive

Thame

Oxfordshire

OX9 3NS

Telephone: 01844 218235


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