Privacy Policy

The Rotary Club of Downham Market

Privacy policy

 A quick note on what “The Rotary Club of Downham Market means”

In this Privacy Policy, “The Rotary Club of Downham Market” or “Downham Market Rotary”  or “Downham Rotary” is a registered charity in England & Wales (1040857)

Our promise to keep your information safe

At Downham Rotary, we’re committed to protecting your privacy. We promise to respect any personal information you share with us (or that we receive from other organisations) at all times, and we promise to keep it safe.

How we process your data

This policy sets out how we process your data. It also explains your rights and options around how we use your personal information.

We collect information about you:

...when you give it to us directly

This might be when you:

  • interact with us online
  • register with us
  • communicate with us
  • make a donation
  • take part in an event
  • become a member
  • give us your personal information in any other way.

...when you give it to us indirectly

This is when your personal information is given to us by third parties. These might be:

  • websites such as JustGiving or Ebay
  • business partners
  • sub-contractors in technical, payment and delivery services
  • event organisers
  • sponsors
  • advertising networks
  • analytics providers and search information providers.

You’ll always hear from them when this happens, and you’ll be told how and why we intend to use that information.

...when it’s available publicly

Some information about you may be in the public domain, using public registers such as Companies House, the electoral roll and press reports. For example:

  • whether you have charitable interests
  • to establish possible common connections between Downham Market Rotary’s network and yours.
  • Depending on your privacy settings for professional services such as LinkedIn.

What is personal information?

We collect, store and use the following kinds of personal information:

  • Your name and contact details, including postal address, telephone number, and email address
  • Information as to whether you are a tax payer so that we can claim Gift Aid.

How do we use your personal information?

We use your personal information to:

  • provide you with information about our activities
  • process your donations
  • further our charitable aims, including for fundraising activities
  • research the impact and effectiveness of our work and services
  • register and administer your participation in events you’ve registered for
  • administer and keep our website safe and secure and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
  • report on the results and impact of our work, services and events
  • prevent fraud, misuse of services or money laundering and to perform due diligence in respect of larger donations;
  • communicate with you in any other way

How creating a record for you helps us to be more relevant

We may use your personal information to create a record of your interests and preferences.

This means we can make our contact with you more relevant, timely and appropriate.
It also helps us understand the background of our supporters to help us make sure that what we’re asking is appropriate.

Marketing to you and talking about fundraising

We use your details to give you information about our work, events, services and/or products which we think might interest you.

For example, we might contact you to send you updates about our fundraising appeals, volunteering opportunities and latest campaigns.

Where we do this via email, SMS

How long do we keep your personal information?

In general, if we no longer need your information for the reasons you gave it to us, we remove your personal information from our records six years after the date it was collected.

But we’ll remove it sooner if:

  • your personal information is no longer required for the purpose you shared it with us
  • we’re no longer lawfully entitled to process it
  • you ask us to remove it.

What happens if you ask for your data to be removed?

If you ask to receive no further contact from us, we’ll keep some basic information about you to try and ensure we honour your request not to contact you.

Our lawful grounds for processing your information

The GDPR requires us to rely on one or more lawful grounds to process your personal information. These are the grounds we think are relevant.

  • Where you’ve given your consent for us to use your personal information in a certain way.
  • For example, we’ll ask for your consent to use your personal information to send you electronic direct marketing/fundraising.
  • Where necessary so that we can comply with a legal obligation (for example, where we need to share your personal information with regulatory bodies which govern our work and services).
  • Where necessary for the performance of a contract which we have with you or to take steps before entering a contract.
  • Where there is a legitimate interest in us doing so (for example, writing to supporters to let them know about our work and ways of supporting us).

What do we mean by ‘legitimate interests’?

The GDPR allows us to collect and process your personal information if it is reasonably necessary to achieve our or others’ legitimate interests, as long as that processing is fair, balanced and does not unduly impact your rights.

The Rotary Club of Downham Market’s legitimate interests

In broad terms, our “legitimate interests” means running Downham Rotary as a charitable entity in pursuit of our aims and ideals. For example, by:

  • processing donations
  • administering events

How do we balance these interests?

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws.

We won’t use your personal information for activities where our interests are overridden by the impact on you. For example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

Will we share your personal information?

We never share, sell or rent your information to third parties for marketing purposes.

Security, storage and access to your personal information

We promise to keep your personal information safe and secure.

Where is my personal information stored?

In general, the personal information that we collect from you will be stored at a destination within the UK or European Economic Area (“EEA”).

Your rights

These are your rights in relation to how we process your personal information:

Right to be informed

You have the right to be told how your personal information will be used. This policy and other policies and statements used on this website and in our communications provide you with a clear and transparent description of how your personal information may be used.

Right of access

You can write to us to ask for confirmation of what information we hold on you and to request a copy of that information.

Provided we are satisfied that you are entitled to see the information requested and we’ve successfully confirmed your identity, we’ll give you your personal information (subject to any exceptions that apply).

Right of erasure

You have the right to ask us to delete your personal information, and we’ll do this when you ask us to. In many cases, we’ll check to see if you’re happy for us to make it anonymous first, rather than delete it completely.

Right of rectification

If you believe our records of your personal information are inaccurate, you have the right to ask us to update those records.

You can also ask us to check the personal information that we hold about you if you are unsure whether it is up to date.

Right to restrict processing

You have the right to ask us to restrict the processing of your personal information if there is disagreement about its accuracy or legitimate usage.

Right to object

You have the right to object to processing where we are:

  • processing your personal information on the grounds of legitimate interest
  • using your personal information for direct marketing or
  • using your personal information statistical purposes.

Where we rely on your consent to use your personal information, you have the right to withdraw that consent at any time.

This includes the right to ask us to stop using your personal information for marketing or fundraising by electronic means (for example to be unsubscribed from our email newsletter list).

Right to data portability

Where we are processing your personal information:

  • because you gave us your consent
  • because such processing is necessary for the performance of a contract to which you are party or to take steps at your request prior to entering into a contract, and the processing is carried out by automated means you may ask us to provide it to you – or another service provider – in a machine-readable format.

How to exercise your rights

  • To exercise any of these rights, please send a description of the personal information in question using the contact details below. We reserve the right to ask for:
    • personal identification
    • further information.
  • Please note that you may only use/benefit from some of these rights in limited circumstances. For more information, we suggest that you consult guidance from the Information Commissioner’s Office (ICO)   or please contact us.
  • You have the right to make a complaint to the ICO about us or the way we have processed your personal information. Find further information on how to exercise this right  , or contact them  .

Changes to this Notice

We may update this Policy from time to time so please check back periodically. We will notify you of significant changes by placing a notice on our website. This Policy was last updated in May 2018.

How to contact us

Please let us know if you have any questions or concerns about this policy or about the way in which your personal information is being processed by contacting us at the following channels:

By email

downhammarketrotary@hotmail.co.uk

By Post

The Rotary Club of Downham Market

c/o Bodgers Farm, Black Drove, St John’s Fen End, Norfolk  PE14 8JU

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