Version 1.1 Approved 20 May 2021
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?
The Committee of the Wolvercote Tree Group (the “Group”) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Group’s Committee 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 a voluntary service for the benefit of the public in a geographical area as specified in our constitution;
- To administer membership records;
- To fundraise and promote the interests of the organisation;
- To manage our volunteers;
- To maintain our own accounts and records;
- To maintain website security;
- To inform you of news, events, and activities run by the Wolvercote Tree Group;
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 and activities.
- Processing is necessary for carrying out obligations under financial or social protection law, or a collective agreement.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Group to carry out a service to other Group members or for purposes connected with the Group. We will only share your data with third parties outside the Group with your consent.
6. How long do we keep your personal data?
We retain membership data while it is still current; financial records; and records relating to safeguarding permanently.
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 the personal data which the Group’s Committee holds about you;
- The right to request that the Group’s Committee 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 Steering Committee of the 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. This 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). This 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 Privacy 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 or complaints, in the first instance, contact the Secretary, Wolvercote Tree Group, 2 Cyprus Terrace, Oxford OX2 8AT.
You can contact the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, via email https://ico.org.uk/global/contact-us/email/ or tel: 0303 123 1113.