What is this about?
This is our Privacy Notice. The law dictates that we must tell you how we collect and use your personal data.
Isn’t this going to be complicated?
We hope not. It has been designed to be concise and easy to read and understand. If you feel we miss the mark please contact us and we will address it.
Isn’t this all about GDPR?
Yes and no. The General Data Protection Regulation came into force via the United Kingdom Data Protection Act 2018 on 25 May 2018. You have no doubt had many emails asking you to ‘re-consent’. Well, the Act has made data protection law stronger, and improved your rights as an individual.
Are you GDPR compliant?
No. You cant be GDPR compliant, as there is no certification body to so this. You can however subscribe and implement the principles laid down through the 2018 UK Act, and we do. This Privacy Notice is part of our commitment in this space.
Full Privacy Notice
Who are we?
We are Ardingly Old Jeshwang Association. We are a charity registered in England and Wales (1024627) and The Gambia (169/1993). In England you can find us at Avins Bridge Cottage, College Road, Ardingly, West Sussex, RH17 6SH. You can contact us post or via here.
Who is in charge?
Steven Doerr is our Chairman and can be contacted via here.
What personal information do we collect of yours and why?
When you become a sponsor we collect your bank details for the purpose of setting up a standing order. We collect your signature for the purpose of proving to your bank we have your authorization to set up a standing order. We also collect your name, email address, telephone number and postal address to allow us to keep in touch with you; this may materialize through enquiries about your membership or messages to inform you how your sponsorship is being spent.
How do we store your personal information?
When you sign-up online your details are stored in the first instance in two online databases. These are hosted by 3rd parties (see “Do we use 3rd parties?”). Your sponsorship form is stored online and a soft copy email is sent to the Chairman and Webmaster so we can process it. Your email address and name are stored online. In all case we keep your personal information secure, and have the appropriate organizational and technical controls to ensure this is the case. If you have questions about this please contact us contact us post or via here.
How do we process your personal data?
On the whole we use 3rd parties. If you complete a paper sponsor form then we are the only ones (other than your bank) that sees that information. If you use our online sponsor form, then your personal data is processes by jotformeu.com; and if you use our contact us form or email signup form then wix.com (who host our website) process your information (see “Do we use 3rd parties?”).
How long do we keep your personal data for?
We hold onto your personal information for the period you are sponsor, and for no longer than is necessary beyond that. In all cases it will not be more than 7 years after you cease becoming a sponsor.
What rights do I have?
Many! You have the right to:
- be informed about how we collect and use your personal data. This is called the right to be informed, as is executed via this privacy notice;
- request from us, free of charge, the personal data we hold on you. This is called the right of access;
- request we correct your personal data if the information we hold on you is incorrect. This it the right to rectification;
- request we erase the personal data we hold on you. This is called the right to erasure;
- request we stop processing your personal data. This is called the right to restrict processing;
- request we send your personal data to another organization. This is called the right to data portability;
- object to how we process your personal data. This is called the right to object.
There is also a right concerning automated decision making, however we are not that advanced so can skip that one.
We will always fulfill your rights request?
Where we can yes. But there may be exceptions. We may need to hold onto your personal data, so cant fulfill a right to erase request, or we may need to process your personal data to get your standing order up and running, so cant fulfil a right to restrict processing request. In all cases we will be open and transparent with you and if you feel you have been treated unjustly you can complain (see “How do I complain if I am not happy?”).
Do you use 3rd parties?
Yes. We use jotformeu.com (on an EU based server) and wix.com (on US based server) to support us being able to offer online sponsorship forms and keep our website up and running. Both have been selected because of their security controls. They both use encryption and we have ensured strong passwords exist to gain entry.
Is my personal data kept in the EU?
Yes and no. Jotform allows us to keep your personal data in the EU. Wix is US based, by are certified under the EU-US Privacy Shield Framework. This means they subscribe to similar data protection requirements as set by the EU.
Is my personal information at risk?
Life is full of risk, so we are not going to guarantee your personal data is not at risk. What we can say however is that we are confident in the in the organization and technical controls we have in place to minimize this risk.
How do I complain if I am not happy?
If use wish to complain you have the right to do so (right to object). In the first instance we encourage you see if we can sort it out. Please contact us to do this. After this if you are not satisfied, or perhaps you feel your complaint warrants it in the first instant you can complain the UK Supervisory Authority, which is the Information Commissioners Office (ico.org.uk).