Privacy Policy

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Privacy Policy document

Privacy Policy
We take data privacy very seriously and recognise the importance of protecting
and respecting your personal data. This Privacy Policy describes the information
we collect, how we use that information, to whom we share the information,
your rights and key contact information.
1. Overview
To provide you with various relevant information, we need to collect certain
information about you. Our aim is not to be intrusive, and we won’t ask you
unnecessary questions. Any information we receive about you will be subject to
strict controls to minimise the risk of misuse – including unauthorised access to,
or disclosure of, your personal data.
Please read this policy carefully. Here we set out the basis on which any
information we collect about you or from you, or that you provide to us, will be
processed by us and other parties in providing you with the relevant
communication in accordance with the terms of this Privacy Policy.
By visiting this website or providing your personal information to one of our
elected Executive Committee Members or Trustees, for example by post,
telephone or email, you accept and expressly consent to our use and disclosure
of your personal information and direct us to do so in the manner described in
this Privacy Policy.
This includes consenting to the processing of any sensitive personal information
you provide, as described below in Section 2. It also includes information you
provide when you browse our website, to make a donation via the website,
register for news letter sign-up and when you contact us for other reasons.
If you have concerns about any of the terms of this Privacy Policy, please use
contact details provided in Section 8 so that we can provide further
information.
2. What information we collect
Information we may collect from you
We may collect and process the following information about you:
Information you provide to us
You may provide us with information by filling in forms on our website, or by talking
with us by over the phone or corresponding with us via email or otherwise.
This includes information you provide when you browse our website and when you
contact us for other reasons.
Initial information
To become a member of The Vanza Society of London newsletter, you must provide
your name, address, phone number and email address – and we may ask you to
provide identity document number(s) and copies of identification documents, for
example, your driving license or passport, or a utility bill to prevent potential identity
fraud and assist in any regulatory audit/investigation requirements
3. How we use your information
Our primary purpose in collecting your information is to keep you informed and provide
you with a safe, smooth, efficient and customised experience. By submitting your
information to The Vanza Society of London you agree that we may use your
information for the following purposes:
Fulfilling your requests
We will use your information to:
· provide you with the information, that you request from us
· provide you with newsletter and event information
· Provide you with any 3rd party promotions or events that The Vanza Society of
London may think you will be interested in
Communication and Marketing
We may communicate with you on a regular basis via email, phone and post to provide
requested or deemed as requested services. These activities include:
· responding to requests;
· informing about The Vanza Society of London activities and events
· informing about any 3rd party events;
· notifying the changes;
· resolving any complaints;
· collecting the donation;
· send you information about important changes, including notice of any times
that our services may not be available; and
· send notices and other disclosures required by law.
Due to complexity and available resources, at this point in time, you cannot choose
whether to receive some communication. So either you will receive all or none of these
communications and the methods by which you receive them. As we are obliged to
send these communications to current members & Newsletter subscibers, if you do not
wish to receive these communications at all, then you are obliged to inform us about
your preference in writing via email or letter.
Accessing and changing your information
You can request to review the information you have provided to us and make any
desired changes to your information by sending email or letter
4. Sharing information with third parties
To support and provide better services to you
Just like most of charity institutions, The Vanza Society of London works with third-party
service providers who provide important functions that allow us to make services
easier, faster, and safer.
This includes business partners under contract with us who support our Charity
operations, such as donation collection, marketing email campaigns and technology
services. We need to disclose user data to them from time to time so that the services
can be performed. Our contracts dictate that these business partners only use your
information in connection with the services they perform for us and not for their own
benefit.
By accepting this Privacy Policy, you expressly consent to the transfer of your data to
those third parties for the purposes listed.
Where required by law
We may disclose necessary information to the police and other law enforcement
agencies, security forces, competent governmental, intergovernmental or
supranational bodies, competent agencies, departments, regulatory authorities, selfregulatory
authorities or organisations, and other third parties where we are legally
compelled and/or permitted to do so.
5. Data Retention Policy
We are obliged by Charity commission laws to retain your data for 5 years even after
the closure of membership. In some circumstances, such as an enquiry from a law
enforcement agency, Charity commission we may have to hold it longer. We may also
retain information if required to protect our interests, for example in case of litigation.
When data falls outside those retention periods we will take steps to delete it from our
system unless you have told us otherwise. Where you have asked us not to contact you,
we will retain that information on a ‘do not contact’ list to reduce the risk of us
contacting you in the future.
6. System Security Policy
The Vanza Society of London has security measures in place designed to prevent data
loss, to preserve data integrity, and to control access to the data. Only authorised
Executive Committee Members and Elected Trustees of The Vanza Society of London
and our business partners processing data on our behalf have access to your personal
data. All authorised Executive Committee Members and Elected Trustees of The Vanza
Society of London who have access to your personal data are required to comply with
our Privacy Policy. All business partners are requested by The Vanza Society of London
to ensure that any of their Elected Trustees who have access to your personal data have
signed non-disclosure agreements. Contracts with business partners acting as data
processors for The Vanza Society of London involving personal data require an
adequate level of security and require that personal data is processed only as instructed
by The Vanza Society of London.
Customer responsibilities
We keep our security technology up-to-date to protect your information, but we do not
have control over the devices you use to access information.
It is your responsibility to safeguard your online information by taking all reasonable
measures, which may include the following:
· Do not share your information or provide any opportunities for anyone to gain
access to your information through your devices, including tablets, phones,
watches or laptops.
· Ensure that you use the latest version of your internet browser and that you
have up-to-date anti-virus, firewall and other security software installed on your
device.
7. Customer rights
At any point while we are in possession of or processing your personal data, you, the
data subject, have the following rights:
· Right of access – you have the right to request a copy of the information that we
hold about you.
· Right of rectification – you have a right to correct data that we hold about you
that is inaccurate or incomplete. We may ask you for additional verification
information if you are changing certain details such as your name or your
address.
· Right to be forgotten – in certain circumstances you can ask for the data we hold
about you to be erased from our records. Our Data Retention Policy (see Section
5) explains the circumstances when we can or are obliged to retain information,
however outside of those periods we will delete your information in line with our
data retention policy and on request. We will maintain a record that you made
an erasure request to reduce the likelihood of us contacting you in the future but
we will use that information for no other purpose.
· Right to restriction of processing – where certain conditions apply to have a right
to restrict the processing e.g. to ask us not to process your information for
marketing purposes. You can do this by clicking on the ‘unsubscribe’ link(s) at the
foot of every marketing or promotional email or by sending letter to us.
· Right of portability – you have the right to have the data we hold about you
transferred to another organisation.
· Right to object – you have the right to object to certain types of processing such
as direct marketing. we will investigate to see if there is a compelling reason for
processing to continue and will discuss the conclusion of the investigation with
you. You cannot object to processing which is a legal obligation or where we
must process your information to satisfy a contract to which you are a party. If
you previously gave consent and we processed your data on the basis of that
consent, you cannot object to that past processing, however you can ask us to
stop processing it in the future.
· Right to object to automated processing, including profiling – you also have the
right to be subject to the legal effects of automated processing or profiling.
You may exercise any of the above rights by contacting us at gdpr@vanzasociety.co.uk
or by calling one of the Elected Committee Members or Elected Trustees.
We will endeavour to respond to your request within 30 days, however at time of high
demand we may need 60 days to compile a full response.
8. Contacting us
You can contact us at the details below for any feedback, complaints or
exercising your rights listed above.
We will endeavour to respond to your request within 30 days, however at time of high
demand we may need 60 days to compile a full response.
gdpr@vanzasociety.co.uk
The Vanza Society of London
P. O Box 48
Wembley
Middlesex
HA9 9EP
9. Changes to this Privacy Policy
We may amend this Privacy Policy at any time, as new features are added to
The Vanza Society of London or as we incorporate suggestions from our
members. Any changes we may make will be posted on The Vanza Society of
London website so please check back frequently.
Your continued use of our website(s) after a posting of a new version of this
Policy will constitute your acceptance of, and agreement to, any changes. If
you disagree with the terms of this Privacy Policy, you may close your
account at any time.