North Willesborough Community Forum

GDPR and Privacy Policy (October 2024)

Policy objectives

The North Willesborough Community Forum (NWCF) is a data controller and will comply with their obligations under the GDPR and DPA. The NWCF is committed to being concise, clear and transparent about how it obtains and uses personal information and will ensure data subjects are aware of their rights under the legislation.

All NWCF Steering Committee members and active participants must have a general understanding of the law and understand how it may affect their decisions in order to make an informed judgement about how information is gathered, used and ultimately deleted. All NWCF active members must read, understand and comply with this policy.

Other data controllers the NWCF works with:

· Local authorities

· Other community groups

· Charities

· Other not for profit entities

· Contractors

We may need to share your personal data we hold with them so that they can carry out their responsibilities to the NWCF. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the NWCF and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.

The NWCF may process some of or all of the following personal data where necessary to perform its tasks:

· Names, titles and aliases, photographs

· Contact details such as telephone numbers, addresses and email addresses

· Where they are relevant to the NWCF or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants

Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act and The Data Protection Act 2018.

The NWCF will comply with data protection law. This says that the personal data NWCF will hold about you must be:

· Used lawfully, fairly and in a transparent way

· Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes

· Relevant to the purposes we have told you about and limited only to those purposes

· Accurate and kept up to date

· Kept only as long as necessary for the purposes we have told you about

· Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure

We use your personal data for some or all of the following purposes:

· To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp)

· To help us to build up a picture of how we are performing

· To promote the interests of the NWCF

· To maintain our own accounts and records

· To seek your views, opinions or comments

· To notify you of changes to our operations, events, members and steering committee members and other role holders

· To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives

· To process relevant financial transactions including grants and payments for goods and services supplied to the NWCF

· To allow the statistical analysis of data so we can plan activities

What is the legal basis for processing your personal data

The NWCF is not a public authority but it may liaise with public authorities on the community’s behalf. It may therefore be necessary to process personal data of residents or community members. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the NWCF’s obligations to you.

Sharing your personal data

This section provides information about the third parties with whom the council may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):

· The data controllers listed above under the heading “Other data controllers the NWCF works with”

· Our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf, or to maintain our database software

· On occasion, other local authorities or not for profit bodies with which we are carrying out joint ventures e.g. in relation to facilities or events for the community.

How long do we keep your personal data?

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 currently best practice to keep financial records for a minimum period of 7 years to support HMRC audits or provide tax information. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.

Your rights and your personal data

You have the following rights with respect to your personal data: When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

· The right to access personal data we hold on you

o At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month

· The right to correct and update the personal data we hold on you

o If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated

· The right to have your personal data erased

o If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold

o When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it to comply with a legal obligation)

· The right to object to processing of your personal data or to restrict it to certain purposes only

o You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data

· The right to data portability

o You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request

· The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained

o You can withdraw your consent easily by visiting this website https://gdpr-info.com/data-protection-contactform/ or email

· The right to lodge a complaint with the Information Commissioner’s Office

o You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Data Breaches

Any identified data breaches must be reported to the Information Commissioners Office as soon as practicable and the Chair of the NWCF Any action/s identified by the Information Commissioner must be completed and reported to the Steering Committee at the next Steering Committee meeting.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Changes to this notice

We keep this Privacy Notice under annual review.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

The North Willesborough Community Forum Data Protection Officer

Email: calvinsal567@hotmail.com