1. 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 processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who Are We?
Malmesbury Speakers Academy (part of Cool Waters Consulting Ltd) is the data controller. This means it decides how your personal data is processed and for what purposes.
3. How Do We Process Your Personal Data?
We comply with our obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. The data we hold about you is protected according to our Information Security Policy.
We use your personal data for the following purposes: -
To enable us to provide training courses;
To administer membership records;
To manage our employees and volunteers;
To inform you of news, events, activities and services running at Malmesbury Speakers Academy;
To share your contact details with third parties when you ask us to;
To fulfil our legal obligations such as processing returns to HMRC
4. What Is The Legal Basis For Processing Your Personal Data?
Your explicit consent so that we can keep you informed about news, events, activities and services and process your payments and keep you informed about events.
Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
5. Sharing Your Personal Data
Your personal data will be treated as strictly confidential and will only be shared with other organisations for essential data processing needs - such a processing a payment or issuing a ticket to an event. We do not share your data for third party marketing purposes.
Our electronic records and systems are provided by the following companies and so your data is necessarily held on their computer systems – protected by passwords, encryption and other safeguards as is reasonably expected:
Microsoft Office 365 – files and document storage and email
Mailchimp – email lists which you opt-in to receive, and mandatory communications relating to your and attendance
Squarespace – our website
Facebook - our Facebook page
Stripe – process online card payments you make through our website
Eventbrite and Helm - our ticketing providers for events
6. How Long Do We Keep Your Personal Data?
We keep data in accordance with the our Data Retention Policy, which is:
Contact details provided by visitors and attendees at events: 2 years after the event
HMRC declarations and associated paperwork for up to 6 years after the calendar year to which they relate
Information relating to safeguarding issues: 6 years after last contact with the individual concerned
We do not keep your data for longer than is necessary in order to meet our statutory obligations or provide you with the services you would reasonably expect while attending our courses and events.
7. Your Rights And Your Personal Data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
The right to request a copy of your personal data which we hold about you;
The right to request that we correct 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 us to retain such data;
The right to withdraw your consent to the processing at any time
The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable).
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 Commissioners Office (www.ico.org.uk).
8. Further Processing
9. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact us by emailing firstname.lastname@example.org or writing to:
Malmesbury Speakers Academy
17 Hunloke Way