DATA PRIVACY NOTICE
1. Who are we?
The Growler Group (the “Group”) is a registered charity (no.702237). The object of the Group is to preserve, restore, exhibit and operate for the benefit of the public ex British Rail class 37 (English Electric) diesel locomotives(s) of historical interest.
The Growler Group is the “Data Controller” (contact details in section 9). This means it decides how your personal data is processed and for what purposes.
2. 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 a 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”). The personal data the Group holds about you is your name, postal address and may include your email address if you have provided it.
3. How do we process your personal data?
The Growler Group 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 measures are in place to protect personal data.
From time to time, we may contact you to request that you check and validate the data we hold about you in order to ensure it is accurate.
We use your personal data for the following purposes: –
To administer membership records
To fundraise and promote the interests of the charity, including the sale of items
To manage our volunteers
To maintain our own accounts and records (including the processing of gift aid applications)
To inform you of news, events, and activities that the Group and its locomotives are involved in.
4. What is the legal basis for processing your personal data?
The legal basis for processing your personal data is:
The legitimate interest of the Group so that we can administer your membership and send you The Growlermagazine to keep you informed about news, events and activities involving the Group and its locomotives, as part of the membership benefits published at the time you joined the Group
Processing necessary for carrying out legal obligations in relation to Gift Aid.
If we wish to contact you for a specific purpose other than the legitimate interest of the Group stated above (for example, an appeal for funds or a sales promotion) we will write to you requesting your consent to be contacted for such purposes.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Growler Group for purposes connected with the Group. We will not share your data with third parties without your consent.
6. How long do we keep your personal data?
We will only keep your personal data as long as you are a member of the Group. Except for the following, all your personal details will be deleted 3 months after your membership has expired, to allow for late renewals.
We retain gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate. Sales records including your name and delivery address will be retained for a period of 6 months after delivery date and then deleted.
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 your personal data which the Growler Group holds about you
The right to request that the Growler Group 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 Growler Group 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.
8. Further processing
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.
9. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Group’s Secretary at firstname.lastname@example.org
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.