We aim to be clear to you about what data we collect and keep and will not do anything with it you wouldn’t reasonably expect.
In respect of your personal data held, Sutton Writers is defined by GDPR as a Data Controller.
The database on which your information is held is named ‘Sutton Writers Members Database’ (The Members Database in short).
- What personal information do we collect?
We ask all existing and new members to provide us with their full name, email address, home address and home and mobile telephone numbers. We will also ask for your preferences as to how we contact you using one or all of email, telephone and SMS text.
In accordance with the definitions in the act, it is not intended to collect and store sensitive data (for example details of your bank account) about you.
- How do we collect personal information for the database?
If you are an existing member, and have not already provided the information, we will request the information from you. It is important that all the information is available, particularly with reference to the attendance of workshops in members’ private property.
If you are a new member we will request the information when you join.
If you request to attend a workshop or event, but are not a member, you must provide the information before attending any workshop or event.
If you attend any meeting as a visitor, you will be asked to provide the information by filling in the Visitors Book.
We aim to ensure that the information we hold about you is accurate and kept up to date. If any of the information is inaccurate and either you advise us, or we become otherwise aware, we will ensure it is amended and updated. To advise us of any change needed please contact firstname.lastname@example.org.
- Why do we collect and how do we use your information?
As a Data Controller Sutton Writers takes its responsibilities seriously. Our lawful basis for processing your data is as follows:
We have a legitimate interest in improving the Sutton Writers offering to you. This may be in increasing membership, improving our products, services and website to run the organisation more efficiently, for the benefit of the members.
We ask for your specific and informed consent to communicate with you by email, SMS (text) for marketing and feedback purposes.
We process data to comply with legal obligations.
We will manage feedback and complaint.
We will keep a record of your communications with us.
- Information sharing and disclosure.
We will not, without your consent, supply any of your personal data to any third party except for the following reason:
We are required to do so by law enforcement or regulatory bodies where this is required or allowed by legislation.
Any third party which is necessary for the conduct of day to day activity with you (for instance when sending emails, or using on-line banking services)
- Under 16s
If someone under 16 wishes to participate in a Sutton Writers event of any sort, they will require the permission of their parent or guardian before giving us personal information.
We will make it clear why we are collecting this information and how it will be used.
We will not communicate with under 16s directly beyond fulfilling the relevant service.
- Storing your information
We will keep all your information in a confidential record that is specific to you on the Members database.
Access to this database is restricted to members of the Sutton Writers committee for the current year.
The database will be password protected. Each year, after the Annual General Meeting and election of a new committee, this password will be changed. Only the new committee members will have this password. Changing the password will deny access to committee members no longer serving.
When we no longer need to store your information we will ensure it is deleted. You can request for us to delete this information at any time, and we will do so.
We will not use your information for marketing purposes if you have asked us not to.
- Your rights.
You have the right to:
Request a copy of the information we hold about you.
Update or amend the information if it is wrong.
Change your communication preferences at any time.
Request the removal of your personal information from the members database.
Object to the processing of your information for marketing purpose.
Raise a concern or complaint about the way your information is being used by email to email@example.com