- Why is this policy important?
- Who and what does this policy apply to?
- Roles and responsibilities
- Data protection principles
- Direct marketing
In order to operate, Swanage News needs to gather, store and use certain forms of information about individuals.
These include employees, contractors, suppliers, business contacts, clients and other people that we have a relationship with or regularly need to contact.
This policy explains how this data is collected, stored and used in order to meet Swanage News data protection standards and comply with the law as set down by the GDPR.
Why is this policy important?
This policy ensures that Swanage News:
- Protects the rights of our employees, contractors, suppliers, clients and people that we have a relationship with or regularly need to contact
- Complies with data protection law and follows good practice
- Protects the organisation from the risks of a data breach
Who and what does this policy apply to?
This applies to all those handling data on behalf of Swanage News:
- Contractors/3rd-party suppliers
It applies to all data that Swanage News holds relating to individuals, including:
- Email addresses
- Postal addresses
- Phone numbers
- Any other personal information held (e.g. financial)
Roles and responsibilities
Everyone who has access to data as part of Swanage News has a responsibility to ensure that they adhere to this policy.
The Data Controller for Swanage News is Helen ffitch. They are responsible for why data is collected and how it will be used. Any questions relating to the collection or use of data should be directed to the Data Controller. They can be contacted via firstname.lastname@example.org
Data protection principles
We fairly and lawfully process personal data. We will only collect data where lawful and where it is necessary for the legitimate purposes of the group.
- Name and contact details will be collected initially in order to communicate with them. Other data may also subsequently be collected in relation to their ongoing relationship.
- The name and contact details of employees and contractors will be collected when they take up a position, and will be used to contact them regarding group administration related to their role. Further information, including personal financial information may also be collected in specific circumstances where lawful and necessary.
- An individual’s name and contact details will be collected when they complete a digital form. This will be used to contact them about their enquiry.
- An individual’s name, contact details and other details may be collected at any time, with their consent, in order for Swanage News to communicate with them about Swanage News’ activities.
We only collect and use personal data for specified and lawful purposes
When collecting data, Swanage News will always explain to the subject why the data is required and what it will be used for, e.g.
“Please enter your email address in the form below. We need this so that we can reply to your enquiry.”
We will never use data for any purpose other than that stated or that can be considered reasonably to be related to it. For example, we will never pass on personal data to unrelated third parties, only those within the scheme.
We ensure any data collected is relevant and not excessive
Swanage News will not collect or store more data than the minimum information required for its intended purpose.
E.g. we need to collect email addresses from people in order to be able to contact them, but data on their marital status or sexuality will not be collected, since it is unnecessary and excessive for the purposes of organisation administration.
Swanage News will not continue to store data when it is no longer required e.g at the end of a project. All data will be destroyed in accordance with best practice.
We ensure data is accurate and up-to-date
Any individual will be able to update their data at any point by contacting the Data Controller.
We ensure data is not kept longer than necessary
Swanage News will keep data on individuals only until the end of this project, at which point we will destroy the information, unless there is a legal requirement to keep records.
We process data in accordance with individuals’ rights
The following requests can be made in writing to the Data Controller:
- Individuals can request to see any data stored about them. Any such request will be actioned within 14 days of the request being made.
- Individuals can request that any inaccurate data held on them is updated. Any such request will be actioned within 30 days of the request being received.
- Individuals can request to stop receiving any marketing communications. Any such request will be actioned within 14 days of the request being made.
- Individuals can object to any storage or use of their data that might cause them substantial distress of damage or any automated decisions made based on their data. Any such objection will be considered by the management, and a decision communicated within 60 days of the request being made.
We keep personal data secure
Swanage News will ensure that data held by us is kept secure:
- Electronically-held data will be held within a password-protected and secure environment
- Passwords for electronic data files will be reset each time an individual with data access leaves their role/position
- Physically-held data will be stored securely
- Access to data will only be given to relevant employees and contractors where it is clearly necessary for the running of the business. The Data Controller will decide in what situations this is applicable and will keep a master list of who has access to data.
- Swanage News will not transfer data to countries outside the European Economic Area (EEA), unless the country has adequate protection for the individual (e.g. USA)
Swanage News may collect data from consenting individuals for marketing purposes. This includes contacting them to update them about news and activities.
When data is collected for this purpose, we will provide:
- A clear and specific explanation of what the data will be used for (e.g. ‘From time to time we would like to contact you with details of other services we provide’)
- A method for users to show their active consent to receive these communications (e.g. a ‘tick box’)
Data collected will only ever be used in the way described and consented to (e.g. we will not use email data in order to market 3rd-party products unless this has been explicitly consented to).
Recipients of marketing material may withdraw their consent (e.g. an ‘unsubscribe’ link in an email). Opt-out requests such as this will be processed within 14 days.
NEXT REVIEW DATE: 23/03/2024
Swanage News GDPR Policy V1 23/3/2023