Your privacy is important to us. This Privacy Notice is where we explain to you what personal information is collected by Cupar Round Table, how it is collected, how we may use that information, where we store it, how long we store it for, and how we protect it. We will also explain your rights in relation to your personal information.
WHO WE ARE
We are Cupar Round Table, a social and community organisation. We are a member of Round Table Great Britain and Ireland, details of which can be found at: https://www.roundtable.co.uk/.
WHAT THIS PRIVACY NOTICE IS FOR
This policy is intended to provide information about how Cupar Round Table will use (or “process”) personal data about individuals, including event participants, supporters, donors and sponsors – current, prospective and past.
This information is provided because Data Protection Law gives individuals rights to understand how their data is used. You are encouraged to read this Privacy Notice and understand Cupar Round Table’s obligations.
This Privacy Notice applies alongside any other information Cupar Round Table may provide about a particular use of personal data, for example when collecting data via an online or paper form.
Anyone who is a member of, or acts on behalf of, Cupar Round Table (including volunteers and service providers) should also be aware of and comply with this Privacy Notice.
RESPONSIBILITY FOR DATA PROTECTION
The members of Cupar Round Table as a committee will deal with requests and enquiries concerning Cupar Round Table’s use of your personal data (see section on Your Rights below) and endeavour to ensure that all personal data is processed in compliance with this policy and current Data Protection Law. Cupar Round Table may be contacted by email at: firstname.lastname@example.org.
WHY CUPAR ROUND TABLE PROCESSES PERSONAL DATA
Cupar Round Table processes a limited amount of personal data to carry out its ordinary duties to members, event participants, supporters, donors and sponsors – current, prospective and past. Some of this activity Cupar Round Table will need to carry out in order to fulfil its legal rights, duties or obligations – including those under a contract.
Other uses of personal data will be made in accordance with Cupar Round Table’s legitimate interests, or the legitimate interests of another, provided that these are not outweighed by the impact on individuals, and provided it does not involve special or sensitive types of data.
Cupar Round Table expects that the following uses will fall within that category of its “legitimate interests”:
- For the purposes of event planning and forecasting, research and statistical analysis;
- For the purposes of donor due diligence, and to confirm the identity of prospective donors and their background;
- To safeguard participants’ welfare and provide appropriate medical care;
- To make use of photographic images on the Cupar Round Table website and (where appropriate) on our social media channels;
- To carry out or cooperate with any complaints or investigation process;
- Where otherwise reasonably necessary for Cupar Round Table’s purposes, including to obtain appropriate professional advice and insurance; and
- To seek future sponsorship and donations.
In addition, Cupar Round Table will on occasion process special category personal data concerning health, or exceptionally criminal records as and when deemed necessary to do so. These reasons will include:
- To safeguard participants’ welfare, and to take appropriate action in the event of an emergency, incident or accident, including by disclosing details of an individual’s medical condition or other relevant information where it is in the individual’s interests to do so;
- For insurance purposes;
- To caterers who need to be made aware of dietary or medical needs;
- For legal and regulatory purposes, primarily health and safety, and to comply with its legal obligations and duties of care.
TYPES OF PERSONAL DATA PROCESSED BY CUPAR ROUND TABLE
This will include by way of example:
- Titles, names, addresses, telephone numbers, e-mail addresses and other contact details;
- Where appropriate, information about individuals’ health and welfare, and contact details for their emergency contact;
- Images of participants (and occasionally other individuals) engaging in the event.
HOW CUPAR ROUND TABLE COLLECTS DATA
Generally, Cupar Round Table receives personal data of participants from the individual directly. This may be via our website, a form, social media, email, Eventbrite or JustGiving.
For marketing purposes, we sometimes obtain publicly available details of ‘corporate subscribers’, meaning companies and other corporate bodies (e.g. limited liability partnerships, Scottish partnerships and government bodies). Where these details include personal corporate email addresses (eg email@example.com), individuals have a right to stop any marketing being sent to their email address. Further information regarding direct marketing may be obtained at: https://ico.org.uk/for-organisations/marketing/.
WHO HAS ACCESS TO PERSONAL DATA AND WHO CUPAR ROUND TABLE SHARES IT WITH
For the most part, personal data collected by Cupar Round Table will remain within Cupar Round Table, and will be processed by appropriate individuals only in accordance with access protocols (i.e. on a ‘need to know’ basis).
Occasionally, Cupar Round Table will need to share personal information with third parties, particularly with regard to health & safety and welfare of event participants.
Some of Cupar Round Table’s processing activity is carried out on its behalf by third parties, such as event ticketing or cloud storage providers. This is subject to contractual assurances that personal data will be kept securely and only in accordance with Cupar Round Table’s specific directions.
HOW LONG WE KEEP PERSONAL DATA
Cupar Round Table will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason. If you have any specific queries about how our retention policy is applied, or wish to request that personal data that you no longer believe to be relevant is considered for erasure, please contact Cupar Round Table.
KEEPING IN TOUCH AND SUPPORTING CUPAR ROUND TABLE
Cupar Round Table may use contact details of event participants, supporters, donors and sponsors in order to keep them updated about the activities of Cupar Round Table. Unless the relevant individual objects, Cupar Round Table may will make contact via the post or by email in order to promote and raise funds for Cupar Round Table and, where appropriate, other worthy causes.
Should you wish to limit or object to any such use, or would like further information, please contact the Cupar Round Table by email. You always have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising. However, Cupar Round Table is nonetheless likely to retain some of your details (not least to ensure that no more communications are sent to that particular address, email or telephone number);
- Rights of access, etc.
Individuals have various rights under Data Protection Law to access and understand personal data about them held by Cupar Round Table, and in some cases ask for it to be erased or amended or have it transferred to others, or for Cupar Round Table to stop processing it.
Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation, or who has some other objection to how their personal data is used, should make their request by email to Cupar Round Table.
Cupar Round Table will endeavour to respond to any such requests as soon as is reasonably practicable and in any event within statutory time-limits (which is one month in the case of requests for access to information).
- Requests that cannot be fulfilled
You should be aware that the right of access is limited to your own personal data, and certain data is exempt from the right of access. This will include information which identifies other individuals.
You have a general “right to be forgotten”.
- Subject access requests
You are entitled to apply to see the information hold about you. This is called a data subject access request and you can make a request by contacting us by email at firstname.lastname@example.org. This request will be responded to within 30 working days and you will be provided with a copy of the information we hold about you.
Where Cupar Round Table is relying on consent as a means to process personal data, any person may withdraw this consent at any time. Please be aware however that Cupar Round Table may not be relying on consent but have another lawful reason to process the personal data in question even without your consent.
That reason will usually have been asserted under this Privacy Notice, or may otherwise exist under some form of contract or agreement with the individual.
DATA ACCURACY AND SECURITY
Cupar Round Table will endeavour to ensure that all personal data held in relation to an individual is as up to date and accurate as possible. Please assist us by ensuring that you inform us of any changes to your information.
An individual has the right to request that any out-of-date, irrelevant or inaccurate or information about them is erased or corrected (subject to certain exemptions and limitations under Data Protection Law): please see above for details of why Cupar Round Table may process your data, of who you may contact if you disagree.
Cupar Round Table will take appropriate technical and organisational steps to ensure the security of personal data about individuals. All members will be made aware of this policy and their duties under Data Protection Law and receive relevant training.
Cupar Round Table will regularly review this Privacy Notice and update it from time to time.
QUERIES AND COMPLAINTS
Any comments or queries on this policy should be directed to Cupar Round Table by email at: email@example.com.
If an individual believes that Cupar Round Table has not complied with this policy or acted otherwise than in accordance with Data Protection Law, they should utilise Cupar Round Table’s complaints procedure. You can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although the ICO recommends that steps are taken to resolve the matter with Cupar Round Table before involving the regulator.
You can also complain to the Information Commissioner’s Office in one of the following ways:
- Call: 0303 123 1113
- Report a concern online at https://ico.org.uk/concerns/
- Write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
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