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”).
Who are we?
Engage West Midlands, is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How do we process your personal data?
Engage West Midlands 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 particular geographical area as specified in our charitable objectives;
To administer partnership records;
To fundraise and promote the interests of the charity;
To manage our employees and volunteers;
To maintain our own accounts and records (including the processing of gift aid applications);
To inform you of news, events and activities organised by or in collaboration with Engage West Midlands;
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 services and respect your communication preferences.
Processing is necessary for carrying out legal obligations in relation to Gift Aid or under employment, social security or social protection law, or a collective agreement;
Processing is carried out by a not-for-profit body with a religious aim provided: -
the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
there is no disclosure to a third party without consent.
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the charity in order to carry out a service to other partners or for purposes connected with the charity. We will only share your data with third parties outside of Engage West Midlands with your consent.
How long do we keep your personal data?
Partnership data is kept while the subject is part of Engage West Midlands or linked in any kind of active relationship. Therefore, information is archived for a period and finally deleted.
Gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.
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 which Engage West Midlands holds about you;
The right to request that Engage West Midlands 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 Engage West Midlands to retain such data;
The right to withdraw your consent to the processing at any time
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;
The right to lodge a complaint with the Information Commissioners Office.
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.
To exercise all relevant rights, queries of complaints please in the first instance contact the Charity Secretary
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.