General Data Protection Regulation:
Privacy Statement and Notification to Members
The General Data Protection Regulation (GDPR) comes into force in the UK on 28 May 2018.
The GDPR requires us to inform you:
· what personal data we hold about you as a member of the BCWRA;
· how we use your personal data and, particularly, the “lawful basis” for its use;
· how and from where we collect your personal data;
· for how long we retain your personal data and the circumstances in which we will delete it;
· with whom we may share your personal data; and
· of your rights in respect of our use of your personal data.
What personal data do we hold about you as a member of the BCWRA?
We collect and hold the following personal data about you: your name (surname, forename and title) and the name of your partner where applicable; the landline and/or mobile telephone number(s) of you and your partner; your e-mail address(es); and your postal address. In addition, in order to process membership subscriptions where you have elected to pay your subscriptions to the BCWRA by standing order, we also process transiently (but do not store) your bank account details. We do not hold or process any other personal data about you.
How do we use your personal data?
The GDPR requires us formally to identify a “lawful basis” under which we hold and process your personal data: our lawful basis is “legitimate interests”.
We hold your personal data to further the legitimate interests of the BCWRA, namely to communicate with you about the activities of the BCWRA, including informing you of the dates of forthcoming general meetings which you are entitled to attend and sending you copies of the minutes of those meetings. We may also contact you about other matters in which the BCWRA is involved which may be relevant to the whole membership or to you as an individual member - for example, notifications about highways maintenance, ‘Love Burwash’ days, membership renewal, etc.
How and from whom do we collect your personal data?
We will not normally hold personal data about you that we do not receive from you (or your partner) directly. In the rare event that we do obtain personal data about you from another source and it conflicts with the data that we already hold about you, we will confirm with you the correctness (or otherwise) of the data that we have received.
For how long will we hold your personal data and under what circumstances will we delete it?
We hold your personal data for the duration of your BCWRA membership after which your data is deleted unless you ask us to continue to keep you informed about the activities of the BCWRA. FROM 1 APRIL 2018 MEMBERSHIP WILL BE DETERMINED BY WHETHER OR NOT YOUR HOUSEHOLD HAS PAID ITS SUBSCRIPTION FOR THE YEAR WHICH BEGINS EACH 1 APRIL. MEMBERSHIP WILL LAPSE AUTOMATICALLY IF THE ANNUAL SUBSCRIPTION IS NOT PAID BY 31 MAY.
With whom will we share your personal data?
We will not share your personal data with third parties without your express consent, nor will we allow it to be used for purposes which fall outside the remit of the BCWRA.
What are your rights in respect of our use of your personal data?
You have the right to be informed about what personal data we hold about you and the uses to which it is put, as set out in this document.
You have the right of access to your own personal data. A copy of the data we hold about you will be provided free of charge upon written request.
If you identify any errors in the personal data we hold about you, you have the right to ask us to rectify the errors at no cost to you and we must do this within one month. Requests for corrections must be in writing.
You have the right to ask us to erase your personal data (or any part of it) if you object to our processing those data for the purposes we have set out above. If you exercise this right, it may impair or prevent us communicating with you about BCWRA activities and may ultimately jeopardise your membership if we are not able to let you know that your subscription has lapsed. Requests to erase personal data must be in writing.
You have the right to ask us to restrict our processing of your personal data. Normally this would be for a limited period in specific circumstances. If you think this applies to you, please raise your concerns with us in writing in the first instance.
You have the right to object to our processing of your personal data. If you exercise this right, it may impair or prevent us communicating with you about BCWRA activities and may ultimately jeopardise your membership if we are not able to let you know that your subscription has lapsed. Objections to processing must be made in writing.
If you wish to raise any issues in respect of this document, you should contact:
Mr Lindsay Green, Secretary BCWRA, ‘Kippings’, Vicarage Road, Burwash Common, Etchingham, East Sussex, TN19 7LH or e-mail firstname.lastname@example.org.
BCWRA, April 2018