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 acquisition, storage and processing of personal data is governed by the General Data Protection Regulation 2016 (hereafter referred to as ‘GDPR’) which came into force in the UK in May 2018.
Who is the ‘Data Controller’?
The North East Theatre Organ Association (hereafter referred to as ‘NETOA’ or ‘Association’) is the data controller for all matters in connection with this policy (contact details below). This means that the NETOA decides how your personal data is processed and for what purposes in connection with the operation of the Association.
How do we process and use your personal data?
The NETOA complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely as necessary; by not collecting or retaining excessive amounts of data; by taking all reasonable steps to protect 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 administer records in connection with the Friends of the NETOA
- To inform you of news, events, activities and services run by the NETOA and other organ groups
- To provide on-line information for you via the NETOA website and ‘Wurlitzer Direct’ (or similar direct mailings), also as part of any commercial arrangement with us, such as sales of tickets and goods
- To maintain our own accounts and records
Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other Trustees, Officers and Friends of the Association in order to carry out a service for you. We will not share your data with any third party, other than in the following circumstances:
- We may share your name and address with an external mailing house in order to send you your Newsletter, and / or other written details. Your details will not be held by the mailing house following each posting
- Your data may also be held on a secure server managed by our internet website hosting company in order to allow you to renew your Friends annual subscription on-line
- If you have given us your email address in order to receive information electronically, such as notification of forthcoming concerts, we may share your email address with MailChimp or other similar organizations which may provide email distribution services for the NETOA. You may withdraw from this arrangement at any time by using the ‘unsubscribe’ option on the mailings or website, or by notifying us of your wish to be removed from the database
How long do we keep your personal data?
We will keep your data whilst you are a Friend of the NETOA, and for a limited period thereafter, unless there is a legal requirement to retain it for a longer period (e.g. under accounting / tax legislation). If you are not a ‘Friend’ but have consented to receive information by email or other means, your details will be held until consent is withdrawn. Commercial arrangement data will be held as required by law, usually for a period of seven years.
- The right to request a copy of your personal data which the NETOA holds about you
- The right to request that the NETOA 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 NETOA 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, (where applicable)
- The right to lodge a complaint with the Information Commissioner’s Office
To exercise all relevant rights, queries or complaints please in the first instance contact the NETOA Hon. Secretary at 11, Hollowdene Garth, Crook, Co. Durham, DL15 8LT or via email: firstname.lastname@example.org .
You can contact the Information Commissioner’s 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.