Privacy Notice

This privacy notice sets out the privacy policy for Kenilworth Round Table.

1) Why we collect and process your personal data

We collect and process personal data for the purposes of the charitable aims of Kenilworth Round Table and for the organisation of our events throughout the year. Depending on the data that is processed the legal basis is either legitimate interest or consent – this is outlined below.

2) Categories of data that we may collect and process

a) Members (including Honorary Members)

The personal data that we may collect and process includes:

  • Your name, contact details and personal identifiers (such as date of birth).

This is processed under legitimate interest to fulfill the obligations to the National Association of Round Tables Great Britain and Ireland for registering our members as set out in the constitution and policies. It also allows the National Association, and those performing tasks on behalf of the National Association, to contact you for the same obligations. You may also consent to this data being displayed within the private area of the members website to facilitate communication between members.

Your contact details may also be used to provide newsletters, information on member benefits and other communications from time to time regarding events and marketing. You have the right to opt out of these communications.

Data on members will be deleted 24 months after they leave the table .

b) Prospective Members and Guests

The personal data that we may collect and process includes:

  • Your name, contact details and personal identifiers (such as date of birth).

This is processed under consent as you have submitted an enquiry about becoming a member of Round Table.

You may ask for your data to be removed from this system at any time by contacting us. Otherwise your data will be removed within 12 months if you decide not to join, or after your last attendance as a guest.

c) Contact details for other charities/community organisations

The personal data that we may collect and process includes:

  • Your name, contact details alongside those of the organisation that you represent and their bank details

This is processed under legitimate interest, as the charity that you are associated with has a legitimate interest in the income derived from donations/support we provide. Your data will be deleted 2 years after the organisation that you are associated with last contacted us, or when we are informed that someone else is the best point of contact.

d) Members of the Public

The personal data that we may collect and process includes:

  • Your name, contact details and other information such as bank account information or personal circumstances.

This is processed under consent as you have submitted an enquiry to us as a request for funding, or to attend an event we have organised.

Personal data relating to your request will not normally be kept more than 12 months after the end of the year in which the request was received, and will either be destroyed or anonymised at this point in time.

With your consent we may add your email contact details to a mailing list for to inform you of future events. You can request us to remove your details from any mailing list at any time.

3) How we hold and share your personal data

We process your personal data in strict confidence. We keep your personal data securely in electronic systems.

In the course of processing your personal data we may share it as below:

  • Members of Kenilworth Round Table for the reasons outlined above.
  • Members of staff employed by the National Association for the reasons outlined above.
  • The occupants of certain positions within the structure of the National Association – for example Regional Representatives, Area Chairmen for the reasons outlined above. Though this transfer will usually be done by the National Association using the data we have provided to them. Where data is transferred to these role holders it will only be for the purposes outlined within this document, and the data will be stored securely and deleted once the intended purposes have been completed.
  • Third party organisations providing services on our behalf – for example mailing houses, bulk email service providers and similar. Data will not be shared with these companies without a similar policy being in place to protect your data.

4) Your rights

You have legal rights in respect of the personal data we hold about you. The Information Commissioner’s Office (ICO) has published guidance on the full range of rights (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/). The rights that are most relevant to the way in which we use your personal data include:

  • The right to be informed about how we use personal data – this privacy notice gives that information
  • The right to object – if you object to us processing your data for marketing purposes, we will then stop doing so, unless we are processing the data in respect of a legal claim or can otherwise show that our legitimate interest in processing the data overrides your rights and interests
  • The right of access – if you ask us for the personal data we hold about you we will provide it within a month, free of charge (unless we have already provided it to you, in which case we may have to charge you the administrative cost of providing it again).
  • The right to rectification – if you ask us to correct personal data about you that is inaccurate or incomplete, we will do so within a month (unless we need longer, in which case we will discuss this with you)
  • The right to erasure – also known as the ‘right to be forgotten’. If you ask us to delete your personal data, we will do so if there is no compelling reason to continue processing the data. We will not usually delete data where we have a duty to keep accurate records – for example, to comply with a legal obligation, or in connection with a legal claim. If you ask us to delete such data we will discuss this with you

5) Contacting us and the ICO about your personal data

Please speak to us first if you have any questions or concerns about the way in which we process personal data. You can contact us using the contact form on our website www.kenilworthroundtable.com or in writing to Kenilworth Round Table c\o Marchesi House, 4 Embassy Drive, Calthorpe Rd, Birmingham, B15 1TP.

You have the right to complain to the ICO if you have a concern about our handling of your personal data which you do not think we can resolve. You can contact the ICO via https://ico.org.uk/concerns/

 

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