We recognise that your privacy is important and we are committed to protecting the Personal Data that we collect from you. Findon Valley Residents’ Association (FVRA) is a registered charity no. 267009, email address for data protection being the Chair Lance Allen – tel. 07842 486689. Personal Data is managed in accordance with the UK Data Protection Act 1998 , its successor the General Data Protection Regulation (GDPR) and the Privacy and Electronic Communications Regulation (PECR). This Privacy Policy outlines the types of Personal Data that we may collect, how that Personal Data will be used, disclosed, transferred and stored, and sets out the measures that we take to comply with the above Act and Regulations.
FVRA will only collect and hold Personal Data about you that is reasonably necessary to undertake our normal activities and functions, or as otherwise permitted by law.
We may collect your Personal Data for one or more of the reasons outlined below. We will use Legitimate Interest as the legal basis for so doing, excepting where under GDPR we are required to seek your express Consent.
• Providing our Membership services to you including Newsletters, and information about events and fundraising.
• To assist with your queries.
• Acting as your agent if you request us to do so.
• For surveys, direct marketing, promotions or competitions.
• Facilitating our internal operations including the fulfilment of any legal or regulatory requirements.
• Analysing our services and member needs with a view to developing new and/or improved services.
• For FVRA volunteers, contractors and suppliers as is reasonably and/or legally necessary.
We generally collect Personal Data directly from you, through the use of any of our standard forms, over the internet, via email or through a telephone conversation with you. We may also collect Personal Data from third party contractors or agents who provide our products and services on our behalf.
You are under no legal obligation to provide your Personal Data. The types of Personal Data that we collect may include your name, address, email address, social media address or other contact details and such other information that is relevant for us to provide our products and services to you in the manner that you have requested, or to comply with the law.
We do not generally collect sensitive information from you. However if you provide such information to us, we will only collect that information with your express consent and only where such information is reasonably required in order for us to provide our products or services to you (such as special access or assistance requirement due to a health condition). We shall not disclose sensitive data to any other party beyond necessary third party contractors or agents without your consent. We will hold your Personal Data as current for up to two years after its last active use or to legally required timescales (whichever is the longer), after which your Personal Data will be archived and not used or maintained, unless you contact us further.
If you access our website, social media page(s) or any mobile applications (“apps”), we may collect additional Personal Data about you including:
⁃ Server address/ IP address
⁃ Date and time of visit, and pages visited
⁃ Documents downloaded
⁃ The site you visited prior to visiting our website
⁃ The browser that you are using to access our website
⁃ If you have visited our website before
⁃ Tracking user preferences
⁃ Location data
In addition, our website and apps may use cookies. The main purpose of cookies is to monitor usage of our website and apps to prepare customised web pages so that we may serve you more effectively. You may wish to configure your browser so that it does not accept cookies, however you may not be able to access some functions on our website or apps if they are disabled.
Failure to provide Personal Data:
If the Personal Data you provide to us is incomplete and/or inaccurate, or you chose not to provide us with the Personal Data that we have requested, it may affect our ability to provide you with our products and services.
Dealing with FVRA anonymously or through a pseudonym:
Where possible you will have the option of interacting with us anonymously or though a pseudonym, however, where you are requesting products or services from us, it may become impracticable to provide those products or services to you without verifying your identity.
In order to provide products and services to you we may disclose your Personal Data to:
• Service providers, contractors, agents or other appropriate partners who assist us in providing our products and services to you, including Internet Service Providers (ISPs).
• External providers of services where you have engaged us to act as your agent.
• Other service providers, who provide the various services that you have requested and we have arranged.
• Our professional advisors.
• An entity to whom we are required to disclose such information under law.
• Other parties with your consent and direction.
We will only provide such Personal Data to those third parties as required to provide our products or services, unless otherwise authorised by you or required under law. Your Personal Data will not be used for automated decision-making, profiling or screening.
By engaging us to provide products and services to you and/or providing us with your Personal Data, you consent to the disclosure of your Personal Data outside the United Kingdom (UK), and acknowledge that we are not required to ensure that overseas recipients handle your Personal Data in compliance with UK Privacy law. We will however, where practicable in the circumstances, take reasonable steps to ensure that overseas recipients (typically Internet Service Providers) use and disclose such Personal Data in a manner consistent with this Privacy Policy. The third parties referenced above, to whom we may provide your Personal Data, may be located within countries including EU member states, and also in the USA under “Privacy Shield” arrangements.
When you provide us with information about yourself, you will usually be given the option to let us know that you do not want that information to be used for direct marketing or fundraising purposes. You can change your mind about your preferences in respect of direct marketing and fundraising channels at any time by following the Unsubscribe instructions included in the relevant communication or by contacting the Data Protection Officer (see Contacting FVRA, below). Our social media pages provide instructions as to how you can unsubscribe from the relevant social media website or page.
The security of your Personal Data is important to us. We may store your Personal Data in different ways, including in paper form, electronic form, telephone recordings and utilising secure document retention services (including those located offsite). We take all reasonable measures to ensure that your Personal Data is stored safely to protect it from misuse, loss, unauthorised access, modification or disclosure, including electronic (firewalls and access controls) and physical security measures.
Our website or apps may contain links to other websites. We are not responsible for the security or privacy of any information collected by third party websites or other services. You should exercise caution, and review the privacy statements applicable to the third-party websites and services you use.
You may request access (by a Subject Access Request) to the Personal Data that we hold about you at any time by contacting our Data Protection Officer using the details set out in this Privacy Policy. We will respond to any such request for access to Personal Data within a reasonable time frame and will provide you access to the Personal Data that we hold that belongs to you, unless we are authorised not to do so by law. Should we decline you access to your Personal Data we will provide you with a written explanation setting out the legal reasons for doing so.
If, upon receiving access to your Personal Data, or at any other time, you believe the Personal Data that we hold about you is inaccurate, incomplete, out of date or should be erased, please notify our Data Protection Officer using the details set out in this Privacy Policy. Where you notify us that your Personal Data is inaccurate or incomplete, out of date, should be erased, should be transferred to a third party at your request (Data Portability), or you withdraw your Consent, we will take reasonable steps to correct or process the data unless we are authorised not to do so by law. Should we decline your request to correct your Personal Data we will provide you with a written explanation setting out the legal reasons for doing so.
Data Protection Contact Details
Email: Chair Lance Allen
Tel: 07842 486689
If you have any comments, queries or concerns about our Privacy Policy or the way in which we handle your Personal Data, please contact our Data Protection Officer using the details set out in this Privacy Policy.
Should you believe that we have not fulfilled our obligations under the GDPR or the PECR (as applicable), have not complied with the terms of our Privacy Policy, or you would like to appeal a decision made by us relating to your Personal Data, you can make a complaint in writing to our Data Protection Officer using the details set out in this Privacy Policy. We will respond to you within a reasonable period of time to acknowledge your complaint and inform you of the next steps we will take in dealing with your complaint. If you are unhappy with a response that you have received from FVRA, you have the right to direct your complaint to the Information Commissioner’s Office, at ico.org.uk or tel. 0303 123 1113 (local rate) or by post at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
We may amend this Privacy Policy at any time. Amendments to this Privacy Policy will be posted on our website and will be effective when posted. We encourage you to check our website regularly for any updates to this Privacy Policy
Version dated 11 April 2018
