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Data Controller: Plymouth & District Disabled Fellowship, 10 Thornbury Road, Estover, PLYMOUTH, Devon, PL6 7PP.
Data Processor: Plymouth & District Disabled Fellowship, E-mail (contact us), Telephone 01752 695610
The organisation collects and processes personal data relating to its members to manage the member’s relationship. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
What information does the organisation collect?
The organisation collects and processes a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number, date of birth and gender;
- the terms and conditions of your membership;
- information about your marital status, next of kin, dependants and emergency contacts;
- information about your nationality;
- information about medical or health conditions, including your disability;
The organisation may collect this information in a variety of ways. For example, data might be collected through application forms, from forms completed by you at the start of, or during membership (such as nomination forms); from correspondence with you; or through interviews or meetings.
In some cases, the organisation may collect personal data about you from third parties, information from membership background check.
Data will be stored in a range of different places, including in your personnel file, in the organisation’s HR management systems and in other IT systems (including the organisation’s e-mail system).
Why does the organisation process personal data?
The organisation needs to process data to enter into a membership agreement with you and to meet its obligations under your membership agreement. For example, it needs to process your data to provide you with a membership agreement, to collect your membership subscriptions.
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, to comply with health and safety laws and to enable members to attend Fellowship activities. In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the membership relationship. Processing membership data allows the organisation to:
- maintain accurate and up-to-date membership records and contact details (including details of who to contact in the event of an emergency);
- ensure effective general membership and Fellowship administration;
- respond to and defend against legal claims.
Some special categories of personal data, such as information about health or medical conditions, is processed to carry out membership obligations (such as those in relation to members with multiple disabilities).
Who has access to data?
Your information may be shared internally, including with Trustees/Directors.
The organisation shares your data with third parties only with your specific consent, in those circumstances the data will be subject to confidentiality arrangements.
The organisation also shares your data with third parties that process data on its behalf, in connection with Fellowship Activities.
- Activities Entrance – Names of members attending
The organisation will not transfer your data to countries outside the European Economic Area.
How does the organisation protect data?
The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
- General Data Protection Regulation Policy
- Membership Confidentiality Policy
Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
For how long does the organisation keep data?
The organisation will hold your personal data for the duration of your membership. The periods for which your data is held after the end of membership are, non-essential documents, which are shredded after twelve months, essential documents are kept for as long as necessary, then shredded.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request;
- require the organisation to change incorrect or incomplete data;
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing; and
- object to the processing of your data where the organisation is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact the General Administrator (contact us) or 10 Thornbury Road, Estover, PLYMOUTH, Devon, PL6 7PP.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
What if you do not provide personal data?
You have some obligations under your membership agreement to provide the organisation with data. Failing to provide the data may mean that you are unable to attend some Fellowship Activities and your Membership might not be renewed. Certain information, such as contact details, have to be provided to enable the organisation to enter an agreement of membership with you. If you do not provide other information, this will hinder the organisation’s ability to administer the rights and obligations arising as a result of the membership relationship efficiently.
Membership decisions are not based solely based on automated decision-making.
Dated 27 July 2018
Previous Review July 2018 – General Administrator
Current Review June 2020 – David Sayers (Trustee)
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