PRIVACY POLICY

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Rotary Club of Mansfield (“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 members and supporters is crucial, and your personal data allows us to manage your membership and provide the services you are entitled to, as well as provide information you may have requested from the club.

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 join as a member, begin volunteering, make a donation, 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

We do not receive any data indirectly from any sources.

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 (club, district, action groups etc), Companies House and information that has been published in articles/newspapers.

Cookies

We do not use cookies.

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 membership, 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 (email address or telephone number)
• Details of the enquiry

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 providing you with the information you asked for

Sensitive information

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

Interact, Rotakids and under 18’s data

We do not collect information from under 18’s. Interact and Rotakids clubs are managed through the identified Rotarian member contact.

The RIBI District Youth Exchange Association operates as a separate entity to RIBI and RI and is responsible for the organisation of Rotary youth exchange programmes. You can view their privacy notice by visiting their website here.

Data Sharing

1) Our service providers

In the course of providing for your stated needs, there may be a need for us to share, or give access to, your personal data to third parties to enable us to provide you with the information you have requested. 

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 contacts. 

2) Sharing with third parties

We will never commercially sell 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. 

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. For example, our online forms are encrypted, and our network is protected and routinely monitored. 

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. 

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 transmitted and hosted securely within the UK or the EU.

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. 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

• 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 also 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 Rotary Club of Mansfield 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, Rotary Club of Mansfield 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.

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 reasonably expect us to. 

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.mansfieldrotary.co.uk or by notifying you directly.

Our contact details

Rotary Club of Mansfield 

Secretary
Sherwood Golf Club

Eakring Rd, 

Mansfield 

NG18 3EW

Tel: 01623 706540
Email: info@mansfieldrotary.co.uk

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 privacy notice was last reviewed and updated 29 March 2018]

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