General Data Protection Regulations 2018
The GDPR came into force on 25 May 2018 and is about how personal data is handled and how the Trust sends you any marketing material. Marketing is said to include anything that encourages supporters to provide support for an organisation.
Consent
- The new rules require organisations to seek consent to contact individuals and to ask them to opt-in to receive marketing information.
- However, GDPR also mentions “legitimate interest” which covers communications necessary for the ordinary running of the Trust, eg notices of meetings, agenda, minutes, the Newsletter, changes to dates and locations of meetings or other activities. The Trust will not seek opt-in consent for these types of contact.
- We do need consent to send the Newsletter electronically and so require subscribers to sign themselves onto this mailing list rather than us adding them.
Information for Trust officers, volunteers, partners and supporters
We also need to be sure that you know how we collect, store and use information about you, and the following is a summary:
1. What information will the Trust send me?
- If you have subscribed, we will send you a Newsletter by email from time to time.
- We will send you information about Trust activities that you are directly involved with as an officer, volunteer, partner or supporter.
2. How does the Trust collect information about me?
- The Trust captures your email address when you complete the newsletter subscription form on its website.
- If you become an officer or an active supporter of the Trust, we will ask you to provide us with email and phone contact details.
- If you attend a volunteer work party, we will ask you to provide your name, plus the phone number of a friend or relative to be contacted in an emergency.
- You may choose to leave your contact details with an officer of the Trust at an event.
3. What information does the Trust hold about me?
- We store your email address if you have signed up to receive our newsletter.
- We store you name when signing onto work parties, also the name and phone number of your emergency contact. You should obtain the consent of your emergency contact for their information to be captured in this way. Their details will not be used for any purpose at all other than in an emergency while you are attending a Trust activity.
- We will store you name, plus your email address and/or telephone number if you have supplied them at a Trust event.
4. Where is this data stored?
- We keep newsletter subscription data on an on-line database, held on a secure server maintained by the Trust’s Webmaster.
- Printed signing in sheets are retained and filed by the work party organiser and destroyed after two years.
- Information provided by supporters and partners is stored by the relevant officer(s) of the Trust as required.
5. Who has access to my data?
- The on-line newsletter subscription database is password controlled and only accessible to the Trust's Webmaster.
- Printed signing in sheets are retained by the work party organiser until they are destroyed.
- Contact details supplied by supporters may be accessed by Trust officers where this is required as part of a specific project.
- We will not share your data nor supply your data to third parties except where required to do so by law.
6. Can I see and amend my data or have it removed from the database?
Yes, of course – just contact the Webmaster about any of the following:
- Accessing your personal data – ask us for a copy of your data.
- Updating your personal data – tell us what needs to be changed.
- Deleting your personal data (your right to be forgotten) – ask us to delete your personal information
- Removing consent – you can change your mind about the consent you give us to contact you
A full written record will be kept of actions taken in response to your requests.
7. How long will the Trust keep my data?
- If you unsubscribe from the newsletter your email address is immediately deleted.
- If you volunteer with us, the Trust will keep the printed signing in sheets for 2 years for insurance purposes but the information on them is not logged elsewhere or used for any other purpose.
- If you are an active supporter or partner, the Trust will keep data about you while you remain actively involved and for a period of up to two years after that time.
Last updated 12th March 2019 - Steve Wood