We are happy to make this policy available in other accessible formats, if you would like to request a copy in an accessible format please contact us at firstname.lastname@example.org
The CDG will process your data in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Contacting us about Data Protection:
If you have any questions about this policy or for more information about how we use your data or would like to exercise any of your rights, you can contact us at:
Data Protection CDG
c/o 31 Moriston Road,
You may also contact us by e-mail at email@example.com
What information do we collect?
The types of personal information that we may collect about you include:
- Contact Details (e.g. address, email address, telephone number, mobile number)
- Communication Preferences
How we collect data
We collect data about you in the following ways:
Provided by you (Directly):
In person, when you speak to one of our representatives or volunteers
Through a telephone call, either where you call us or we call you
On paper, such as if you return a printed survey or a reply slip on a leaflet
Digitally, such as if you fill in a form on a website or interact with the group online via our website or social media platforms
When you consent to receiving marketing emails etc
When you attend a conference or campaign event
Third Party Sources (Indirectly):
Indirectly from publicly accessible sources or other public records
On social media platforms, where you have made the information public, or you have made the information available in a social media forum run by the CDG
We collect data with the intention of using it to keep you informed of our activities and to contact you about things we feel may be of interest to you. We will also use your data to let you know how to renew your membership with the group. This does not affect the legal rights that you have over your data.
How we use your information and why we are allowed to use it:
How your data is used is protected by law and we only use your data where we have an acceptable reason for doing so. The reasons we process your data are:
When it is our legal duty (legal obligation), or
When you provide consent (consent), or
In order to fulfil a contract with you i.e. membership (contract), or
When we have a legitimate interest (legitimate interest).
Our legitimate interests:
Our objective is to promote our values and to include members of the public that may have an interest in promoting our values too. In order to do this, we rely upon the support of our members, donors, volunteers and supporters.
As a member: If you join the CDG we have a legitimate interest in processing your data and contacting you about all aspects of your membership including information about your entitlements as a member and about Party events; either by post or by electronic means.
The CDG is run by its members and therefore we have a legitimate interest in member engagement and retention. If you do not renew your membership with the CDG we will continue to send you information about the CDG, including information on how to re-join, for a reasonable period after your membership lapses.
We also have a legitimate interest to retain your data after your membership lapses, as well as a legal duty to keep a record of the financial transaction.
As a donor: If you donate money to the CDG then we have a legitimate interest in processing and retaining your information and to send you marketing about our fundraising activities; either by post or by electronic means. We justify this because our activities are funded by donations.
As a volunteer: If you volunteer for the CDG or enquire about volunteering for the CDG, and are not a member, we have a legitimate interest in processing and retaining your information and contacting you about volunteering opportunities. We justify this because of the vital function that volunteers perform.
If you attend an event: If you attend one of our events and are not a member of the CDG, we have a legitimate interest in retaining your information and to send you marketing about future similar events which we think might be of interest to you; either by post or by electronic means.
We have a legitimate interest in inviting people to our events in order to create awareness, share information and promote discussions linked to the aims of the CDG as well as raise vital funds and have determined that attendees would expect to receive such communications from us.
You will always have the opportunity to opt out of receiving any messages from the CDG or to exercise any of your legal rights.
We are committed to respecting your rights over your data and in some circumstances, we will have a legitimate interest to continue to process your data even where you have exercised one of your rights. For example, if you request that we stop processing your data for purposes of direct marketing then we justify keeping a record of this request in order to ensure that your wishes are respected.
Data Processed with your Consent: Where we use consent as our legal basis for processing your data, or process special categories of your data on the basis of your explicit consent, you have the right to withdraw your consent at any time. This does not affect our right to process your data before you decide to withdraw your consent.
Who we share your data with:
Data is only ever shared with Law enforcement agencies (if legally required)
How long we retain your data for: We constantly review the data that we hold and regularly review its relevance and our need to hold onto it. Whilst we do not set finite periods for data retention we use several factors to determine whether we need to hold onto the data. Factors we take into consideration are:
Retention periods as required by law
The purpose for which the data was provided or obtained,
Our legitimate interests in holding onto your data,
Whether holding onto your data will infringe your rights over your data,
Legal and regulatory obligations that may require reference to your data,
How we protect your data: The security of your data is paramount to the CDG and as such we ensure that appropriate technical and organisational measures are in place to protect it. We constantly review our measures to ensure that your data is protected from any threats that may emerge.
Your rights over your data:
Right of access to your data: You have the right to request a copy of your personal information that we hold. This is commonly known as a Subject Access Request.
We follow the ICO’s “Subject Access Code of Practice” when dealing with requests for access to personal data. You can read this code by visiting https://ico.org.uk/media/for-organisations/documents/2014223/subject-access-code-of-practice.pdf
Right of rectification of your data: You have the right to request that inaccurate or incomplete information that we hold about you is corrected.
Right to be forgotten: In certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing: You have the right to request that we restrict the processing of your data where you are contesting the accuracy of the data or when the data has been unlawfully processed.
Right to data portability: You have the right to have the data we hold about you transferred to a third-party organisation and you can ask that we provide it in a machine-readable format.
Right to object: You have a right to opt out of your data being used for direct marketing.
If we process your data on the basis of “legitimate interests” or “a task carried out in the public interest” then you have the right to object to us using your data in that way. This right is not absolute, and we may continue to process your data if we can demonstrate compelling legitimate grounds for the processing.
Making a complaint: If you are unhappy with the way that we have processed or handled your data then you have a right to complain to the Information Commissioner’s Office (ICO). The ICO is the supervisory body authorised by the Data Protection Act 2018 to regulate the handling of personal data within the United Kingdom.
The contact details for the Information Commissioner’s Office are:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone: 0303 123 1113