Here at Chiltern Voice we process personal data for four main reasons:
- To process our membership information
- To process our volunteer information
- For the creation and sales of advertisements
- To send you messages about what we’re up to
Who we share information with:
We will not share your information with any third parties UNLESS
- it is necessary in the performance of our mutually agreed relationship;
- they are a third party data processor acting on our instruction.
Chiltern Voice is the data controller for the information you provide for the duration of your relationship with us unless otherwise stated. If you have any queries about the process or how we handle your information, please contact firstname.lastname@example.org
Our lawful basis for processing your information is:
(f) Legitimate interests: the processing is necessary for the legitimate interests of Chiltern Voice or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests.
When you become a member, we collect your contact information such as name, address, email address and telephone number. If you have chosen to pay your subscription via direct debit we will also process your bank details. Once we have set up your membership subscription we will not continue to hold those details and will delete them securely.
If we ask for any other information in relation to an event we are hosting which you are attending, i.e. dietary preferences, we will not hold that data for any longer than is necessary to provide for that single event.
We do not process any special category data or criminal offence data.
If you have chosen to volunteer with us, in addition to the details we need for members we will ask that you have a DBS check. We will not ask for your information to carry out that check unless you explicitly ask us to. We will need to retain a copy of it for our records but not any of the information submitted to make that check which will be carried out by a third party. We will retain a copy of that check for as long as it is relevant and for as long as you are volunteering with us. We will securely delete your data twelve months after you cease to be a volunteer.
We will hold only sufficient information as you share with us to create, produce and broadcast your advertisement. We will broadcast that advertisement for the duration that it is valid and up to date or until you no longer fund the broadcasting of it. There may be times that we may continue to broadcast your advertisement until you ask us to stop or we choose to stop.
We hold sufficient contact data to enable us to send you our news. You can unsubscribe from our news at any time.
We do not keep any financial data. We accept payments and donations through PayPal and our bank account but do not retain the data.
Where we store your personal data
Our membership, volunteer and newsletter database is held by our admin team and we use a third party processor to send out our newsletter.
Use of data processors
Data processors are third parties who provide a service. We only use Mailchimp as a third party processor and have a contract in place with them to provide that service. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
How long is the information retained for?
The membership data we hold is only for the duration of your membership. The recipients of our newsletter are our members, volunteers and others and we process that information until you opt out from receiving it.
Visitors to our website
Updating your personal information
You can update your personal information at any time, and change your marketing preferences. To do this please update your preferences via Mailchimp or email us at email@example.com
Under current UK data protection legislation, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about these rights here – https://ico.org.uk/your-data-matters
Last updated 20th July 2018