Rotary in Harpenden (RiH)
Rotary in Harpenden CIO is a charitable incorporated organisation, Registered Charity No.1163420.
Privacy Notice
This notice is issued under the requirements of the Data Protection Act 2018.
RiH has an obligation to inform its members and other individuals (you) associated with RiH that it keeps personal information about them that is managed securely, is used solely by us only as described in this privacy notice, and which is securely destroyed when it is no longer required.
Personal information includes name, postal address, telephone/mobile numbers and email addresses that can be used, directly or indirectly, to identify and/or locate a person.
We collect personal information for the sole purpose of communicating and managing relationships. These relationships are detailed later in this privacy notice.
We will never share personal information with a third party unless we are required to do so by law.
Access to personal information will be restricted and only given to named individuals (known as data processors) within RiH who have been trained and approved to undertake these roles. These data processors will use personal data to communicate and to manage our community and fund-raising events and the contracts that we may enter into.
Any information about you that comes into our possession from any other source will not be used unless we have your permission (your explicit consent) to keep and use it.
We have procedures in place to ensure that our responsibilities as data controller and data processors are properly discharged. We have appointed a Data Compliance Officer (DCO) who ensures that these procedures are adhered to.
Details of the different relationships with RiH and the basis upon which we hold personal data are as follows:
Members of RiH
These are individuals who have been formally elected to membership of RiH.
We have a legitimate interest in holding your personal information and will do so for as long as membership continues. Should you leave RiH, we may seek your permission (explicit consent) to continue to hold your information for a further 2 year period in order to remain in contact with you. After that time, we may seek your consent to hold your information for a further 2 year period. This process will continue until you inform us that you no longer wish to have contact with us. We will securely destroy your personal information within 1 month of you informing us of your decision.
Community Partners
These are individuals, companies and organisations who formally partner with us to benefit the local community.
We have a legitimate interest in holding your personal information and will do so for as long as your partnership continues. Should your partnership cease we may seek your permission (your explicit consent) to continue to hold your information for a further 2 years in order to remain in contact with you. After that time, we may seek your consent to hold your information for a further 2 year period. This process will continue until you inform us that you no longer wish to have contact with us. We will securely destroy your personal information within 1 month of you informing us of your decision.
Contestants/Participants
These are individuals who have paid to attend a fund raising event in the past.
We will hold your personal information for a period of 2 years. We will seek your permission (your explicit consent) to continue to hold your personal information for a further 2 year period. After that time, we may seek your consent to hold your information for a further 2 year period. This process will continue until you inform us that you no longer wish to have contact with us. We will securely destroy your personal information within 1 month of you informing us of your decision.
Event Volunteers
These are individuals (also known as Friends of Rotary) who offer their help and support to plan, manage and deliver our community and fund raising events.
We will seek your permission (your explicit consent) to hold your information for a 2 year period. We will then seek your permission to hold your information for a further 2 year period and this will continue until you inform us that you no longer wish to receive invitations to help at future events. When this happens we will securely destroy your personal information within 1 month of you informing us of your decision.
Those with whom we enter into a contract
These are third party organisations with whom we contract, formally or informally, to give or receive a service or payment. Examples are a charity nominated as a beneficiary of a fund raising event or a company paying us in return for their commercial participation in, or sponsorship of, a fund raising event.
In order to manage these contracts we have a contractual right to hold your personal information for as long the contract remains in force. We will then retain your personal information for a further period of 2 years. We will also hold personal information for 2 years for contracts that are not established. The two year periods will allow us to remain in contact with you in order to offer further contract opportunities to you. Thereafter we will seek your permission (your explicit consent) to continue to hold your information for a further 2 year period. This process will continue until you inform us that you no longer wish to do this. When this happens we will securely destroy your personal information within 1 month of you informing us of your decision.
You have the right to see the information we hold about you and have any inaccuracies corrected and to have your personal information deleted. The latter action will terminate your relationship with RiH.
You have the right to lodge a complaint with the Information Commissioners Office if you believe we have not carried out our responsibilities satisfactorily.
You may contact RiH at any time by writing to RiH, c/o Aldwickbury Park Golf Club, Piggottshill Lane, Harpenden, Hertfordshire AL5 1AB, or by contacting the Secretary of RiH at secretary@rih.org.uk
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