Waveney Valley Community Archaeology Group
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we?
Waveney Valley Community Archaeology Group is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes within the organisation.
3. How do we process your personal data?
Waveney Valley Community Archaeology Group complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
• To enable us to provide services for the benefit of our members, newsletter subscribers and visitors;
• To enable us to contact you to deal with and respond to queries which may arise through the day-to-day running of the organisation by email, post, or messenger apps, or via social media channels;
• To administer records of subscriptions and membership fees;
• To distribute news of any events which we are involved with if you have agreed to receive the information via our newsletter platform;
• To fundraise and promote the interests of Waveney Valley Community Archaeology Group;
• To manage our staff, freelance staff, contracted services, interns and volunteers;
• To maintain our own accounts and records (including the processing of sales and donations or gifts);
• To administer records of those who may enter any competitions we run either alone or with partner organisations, where you have explicitly agreed to enter a competition we are running with a partner organisation (subject to them being GDPR compliant);
• To inform you of news, events, activities, services and products produced by Waveney Valley Community Archaeology Group, distributed by email newsletter if you have agreed you wish to receive them;
• To share your contact details within Waveney Valley Community Archaeology Group to keep you informed about news of the group in which you may be interested if you have agreed you wish to receive it;
• To enable us to keep your information on our website safe we log visitor IP address information within the security systems we use to prevent cyber attacks and to prevent spam.
• To enable us to respond to comments on our website we store Name, IP address and email information within our blogging system.
4. What is the legal basis for processing your personal data?
• Explicit consent of the data subject so that we can keep you informed about news, events, activities and processing your payments, gifts and donations and keep you informed about events.
• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
• Processing is carried out by us as a not-for-profit body:
o the processing relates only to email newsletter subscribers, or persons who have had a former interest in the aforementioned (or those who have regular contact with it in connection with those purposes aforementioned under Point 3); and
o there is no disclosure to a third party without consent.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other staff of the organisation in order to carry out services in connection with the organisation. We will only share your data with third parties outside of the organisation with your explicit consent.
6. How long do we keep your personal data?
We keep data in accordance with the guidance set out by ICO. We retain subscription, sales, donation and newsletter data, and a record of any email discourse while it is still current and for up to 6 years after the calendar year to which they relate.
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
• The right to request a copy of your personal data Waveney Valley Community Archaeology Group holds about you;
• The right to request that the Waveney Valley Community Archaeology Group corrects any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for the Waveney Valley Community Archaeology Group to retain such data;
• The right to withdraw your consent to the processing at any time
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
• The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
9. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Data Administrator by email on firstname.lastname@example.org You can contact us at any time and we will endeavour to reply as soon as possible to your query.
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.