Data Privacy Notice 2018

 


        St John, Lound, Suffolk
   1913 case by Sir Ninian Comper
         (photo: Andrew Hayden)

BASIS FOR THE USE OF INFORMATION
Most of our data is processed because it is necessary

  1. (1) for our legitimate interests in providing a service to BIOS Membership and in fulfilling our obligation to the Charity Commission to keep a proper record of our management and affairs, and
  2. (2) because some of our processing may be necessary for compliance with a legal obligation.
Where your information is used otherwise than in accordance with (1) or (2) we will first obtain your consent to that use.

CATEGORIES OF RECIPIENTS
Your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):

  1. 1. Our agents, servants and contractors. For example, we may ask a commercial provider to send out newsletters and publications on our behalf, or to maintain our database software;
  2. 2. On occasion, other organisations with which we are carrying out joint events or activities.

RETENTION OF DATA COLLECTED
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it.
This means that we may delete it when it is no longer needed.

INDIVIDUAL RIGHTS
You have the following rights with respect to your personal data:

  1. 1. The right to request information we hold on you
  2. 2. The right to correct and update the information we hold on you
  3. 3. The right to have your information erased
  4. 4. The right to object to processing of your data
  5. 5. The right to data portability
  6. 6. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.

RIGHT TO COMPLAIN TO THE INFORMATION COMMISSIONER’S OFFICE (ICO)
You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

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