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Rotary Club of Hebden Bridge (RCHB)
Privacy Notice

Rotary Club of Hebden Bridge (“we”) promise to respect the confidentiality of any personal data you share with us to keep it safe, and we will always take every effort to protect your privacy.

We pride ourselves on our honesty and openness and will always be clear how, when, and why we collect and process your information; we promise we will never do anything with your details that you wouldn’t reasonably expect.

Developing a better understanding of our supporters, including applicants and entrants in all our fund-raising events such as, but not exclusively, the Hebden Bridge Vintage Weekend and the Hebden Bridge Easter Monday Duck Race, and donors is crucial.  Your personal data allows us to manage and provide the services you are entitled to.

We collect information in the following ways:

When you give it to us DIRECTLY
There are many ways you may give us your information. For example, when you make a donation, purchase our products or communicate with us either by phone, in writing, including email or in person. We are responsible for your data at all times.

When you give it to us INDIRECTLY

Via Social Media
Depending on your settings or the privacy notices for social media and messaging services like Facebook, WhatsApp, LinkedIn or Twitter, you might give us permission to access information from those accounts or services.

Via information available publicly
This may include information found in places such websites, Companies House and information that has been published in articles/newspapers.

Cookies
Like most websites, we use “cookies” to help us make our site, and the way you use it, better.  We do not store any personal data in the cookies that we use.

Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

In addition, the type of device you’re using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.

The type and quantity of information we collect and how we use it depends on why you are providing it. You should be able to control what cookies are placed on your device through your browser settings. Go to https://www.aboutcookies.org/  to find out more about cookies, including how to see what cookies have been set and how to manage and delete them.

We use Google Analytics to analyse the use of our websites by generating statistical and other information.

Details captured during your visit to our websites will include, but are not limited to, traffic data, location data, weblogs and other communication data and the resources you access. However, all data collected is anonymous and will not identify you as an individual.

Google, not the Association, stores this activity information. You can view Google’s privacy notice at http://www.google.com/privacypolicy.html.  

To opt out of being tracked by Google Analytics across all websites visit https://tools.google.com/dlpage/gaoptout.

What personal information we collect and how we use it
We will only ever capture the minimum amount of information that we need to in relation to your communication, donation or services we provide to you and we promise to keep your information secure. The personal data we will usually collect is:

  • Your name
  • Your contact details
  • Your vehicle details in relation to your entry in the Vintage Weekend
  • Details of the enquiry, service or product

Where it is appropriate, we may also ask for additional information

How we will use your data
We will use your personal data for the legitimate interest of conducting core business activities, these will include:

  • Administer your donation
  • Provide you with the services, products, or information you asked for
  • Communicating organisational messages and information about our fund-raising events
  • Preparation and publication of lists of entries to our events
  • To present our website and its contents to you and to allow you to participate in interactive features on our website.
  • Keep a record of your relationship with us
  • Understand how we can improve our services, products, or information
  • In any other way we may describe when you provide the information
  • For any other purposes with your consent

Sensitive information
We do not collect any personal information classified as ‘sensitive’ under GDPR.

Under 16’s data
We do not collect information from children under 16’s. 

Data Sharing

  • Our service/host providers

In the course of our legitimate business activities, there may be a need for us to share, or give access to, your personal data to third parties that provide us with services or host our applications/software that you may access, for instance:

  • Jot Form Inc.  Our online form builder
  • PayPal Inc. – our payment facility for JotForm Inc

We will ensure that data processing agreements, compliant to GDPR, are in place before sharing with, or giving access to, your data with any of our service/host providers.

  • Sharing with third parties

We will never commercially sell or share your personal data to anyone else.
We will only ever share your personal data in other circumstances, not listed above, if we have your explicit and informed consent at the time of collection. However, we may need to disclose your details if required to the police, other agencies, for example HMRC, regulatory bodies or our legal advisors.

How we keep your information safe and who has access to it
We ensure that there are appropriate physical and technical controls in place to protect your personal details.
We undertake regular reviews of who has access to information that we hold to ensure that your personal information is only accessible by appropriate Rotary members and our service/host providers.
We have a duty to report certain types of personal data breaches to the relevant supervisory authority, and where feasible, we will do this within 72 hours of becoming aware of the breach.  If a breach is detected and likely to result in a high risk of adversely affecting you, we will inform you without undue delay.

Where we store your information
Your personal information will be hosted securely within the UK or the EU by the Rotary Club of Hebden Bridge and JotForm Inc.

How long we retain your information and how we keep it up to date
We will only keep your information for as long as we need it to assist you with your enquiry, donation, or event registration. There are statutory timescales on how long we should keep your information, for example, gift aid transactions must be retained indefinitely, employment records for 6 years after an employee leaves, financial records must be kept for 7 years, information associated with Health & Safety for three years after an event. We shall delete your information according to these statutory limits, or according to guidance issued by the Information Commissioner.

Your rights
The General Data Protection Regulations gives you certain rights and these are listed below for your convenience, further clarification of your rights is available on the Information Commissioners website https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

  • You have a right to be informed when your personal data is being collected, what is collected and how it will be used or shared.
  • You have a right of access to your personal data: the right of access allows you to be aware of and verify the lawfulness of the processing of your personal data. You can request a copy of the information which we hold on you. This information will be provided free of charge, unless the request is found to be manifestly unfounded or excessive then a reasonable fee will be charged. The application should be made in writing, by letter or email, and addressed to the Secretary, contact details shown below, enclosing two proofs of identification.

Applicants should be aware that where requests are manifestly unfounded or excessive, in particular because they are repetitive, RIRCHB can:

  • charge a reasonable fee taking into account the administrative costs of providing the information; or
  • refuse to respond.
  • You have a right in certain circumstances to have inaccurate personal data rectified, blocked (restrict processing), erased (right to be forgotten), or destroyed.
  • You have a right in certain circumstances to object to the processing of your personal data for such reasons as direct marketing, automated decision making, profiling; although we can confirm we make no decisions on you using an automated process.
  • You have a right in certain circumstances to data portability.

In certain situations, these rights may not apply, such as when we collect and process your personal data through legitimate interests or because you have provided it to us to enable us to deliver a service to you.  We will only process your personal data as you would reasonable expect us to. You can opt out of our general mailings at any time.

Finally, if you are unhappy with how we have processed your information, you have the right to lodge a complaint with the Office of the Information Commissioner, contact details below.

Changes to this privacy notice
We may change this privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will make this clear on our website www.rotarygbi.org or by notifying you directly.

Our contact details
Secretary
Rotary Club of Hebden Bridge
7 Spring Bank
Luddenden,
Halifax, HX2 6PL
Tel: 01422 881571
Email: mailto:rotaryclubofhebdenbridge@gmail.com

Complaints
If you are unhappy with how we have processed your personal information, please firstly contact the RIBI General Secretary, details above. If you are still unhappy you may contact the following:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or ++44 1625 545 745

This document was last reviewed and updated 29 March 2018



© Copyright 2015-18 Rotary Club of Hebden Bridge
The Rotary Club of Hebden Bridge raise funds for their Trust Fund which is a registered charity. Reg. number: 513898

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