Privacy Notice for the Amwell Street Fete Committee – August 2019
What personal data does the Committee collect and what is it used for?
The Amwell Street Fete Committee collects the names, addresses, email addresses and a contact telephone number of those who apply as volunteers, who apply for stalls, enter competitions & raffles online or otherwise engage with the Committee & the annual fete. We use this data for committee administration, communicating with our volunteers and organising events of interest to them.
Where does this data come from?
This data comes from the members of the community when they contact the Committee about volunteering or fill in an online application for a stall, a competition, a raffle etc.
How is this data stored?
This information is mainly stored in digital form on computers used by trustees of the Committee. This information is password protected. Personal information about those contacting the Committee is not stored on the Committee’s website.
Who has access to your data?
Trustees of the Committee have access to members’ data so that they can carry out their legitimate tasks for the Committee. Sub-contractors of the Committee do not currently have access to personal data. However, in the future, they may be given access to data for specific tasks, such as event bookings or sending out mailings. They will not be free to use it for any other purpose.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. Responsible for ensuring the Committee’s obligations under the GDPR are discharged by the Committee as a whole.
What is the legal basis for collecting this data?
The Committee collects personal data that is necessary for the purposes of its legitimate interests as a community organisation. For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
How you can check what data we have about you?
If you want to see the basic personal data that we hold about you, you should contact the Committee via email at email@example.com. We are required to provide this to you within one month.
Does the Committee collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not collect any “special” data.
How can you ask for data to be removed, limited or corrected?
Those who have contacted the Committee about hosting a stall or volunteering etc will receive emails about future events and other matters of interest. There are various ways in which individuals can limit how their data is used:
they may choose not to provide us with an email address and/or telephone number, though this will limit the services that the Committee is then able to provide
Individuals may specify that they do not wish to receive Committee emails, though once again, this will cut them off from future events and activities. They may do this when they initially contact us, or at any other time by contacting the Committee via email at firstname.lastname@example.org.
Any individual who has reason to believe that the information we hold about them is incorrect has the right to have it corrected and should contact the Committee via email at email@example.com.
How long we keep your data for, and why?
We normally keep members’ data for 2 years after they initially contact us in case they wish to participate in future events. However, we will delete any individual’s contact details before that on request.
Can you download your data to use it elsewhere?
No, the data is stored on the personal computers of Committee members.