MARCHWOOD TWINNING ASSOCIATION

PRIVACY AND DATA PROTECTION NOTICE

PURPOSE OF THIS NOTICE

This notice describes how we collect and use personal data about you, in accordance with the General Data Protection Regulation (GDPR), the Data Protection Acts and any other national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK Data Protection Legislation.

Please read the following carefully to understand our practices regarding your personal data and how we will treat it.

ABOUT US

We are a Twinning Association created by a Charter. In the 1990s the European Community promoted twinning and set up a Regional Liaison organisation which facilitated contact between potential twinning cities, towns and villages. Marchwood was put in touch with the village of Saint Contest near Caen in Normandy, France. The two villages appointed Steering Committees and decided to proceed with the arrangement. The Charter was signed on 18th September 1999.

The objects of the twinning are to promote mutual understanding by cultural and linguistic exchanges, including school, sports and social events, with exchange visits and stays in the respective villages.

The Marchwood Twinning Association is managed by an elected Committee. Currently we operate from 31 The Rowans, Marchwood, SO40 4YW.

For the purpose of the Data Protection Legislation and this notice, the Committee is the 'data controller'. This means that we are responsible for deciding how we hold and use personal data about you. We are required under the Data Protection Legislation to notify you of the information contained in this privacy notice.

We have appointed a Data Protection Officer. Our Data Protection Officer is our Data Protection Point of Contact and is responsible for assisting with enquiries in relation to this privacy notice or our treatment of your personal data. Should you wish to contact our Data Protection Point of Contact you can do so using the contact details noted at CONTACT US below.

HOW WE MAY COLLECT YOUR PERSONAL DATA

We obtain personal data about you, for example, when:

• you apply to join the Association;
• you contact us by email, telephone or post;
• you participate in the Association's activities (for example in our French conversation group, or take part in in quizzes, barbecues, visits within the UK and in France).

THE KIND OF INFORMATION WE HOLD ABOUT YOU

The information we hold about you may include the following:

• your personal details (such as your name, address, telephone number and email address);
• our correspondence and communications with you;
• information about any enquiries you make to us.

HOW WE USE PERSONAL DATA WE HOLD ABOUT YOU

We may process your personal data for purposes necessary for the objects of the Association.

We may process your personal data for purposes necessary for the management of the Association (for example, in Minutes of Meetings, arranging exchange visits and purchasing group admission tickets).

We may process your personal data for the purposes of our own legitimate interests provided that those interests do not override any of your own interests, rights and freedoms which require the protection of personal data.

We may process your personal data for certain additional purposes with your consent and in these limited circumstances where your consent is required for the processing of your personal data then you have the right to withdraw your consent to processing for such specific purposes.

Please note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data.

Situations in which we will use your personal data.

We may use your personal data in order to:

• keep you informed about forthcoming events;
• arrange accommodation for you;
• seek your thoughts and opinions on the activities we arrange; and notify you about any changes to our services.

DATA RETENTION

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected.

When assessing what retention period is appropriate for your personal data, we take into consideration:

• any statutory or legal obligations;
• the purposes for which we originally collected the personal data;
• the types of personal data we have collected;
• the amount and categories of your personal data; and whether the purpose of the processing could reasonably be fulfilled by other means.

DATA SHARING

We will only share your personal data with third parties, such as the President and members of the Saint Contest Twinning Association (The Jumelage) for the purposes of arranging twinning visits, or where we are required by law.

DATA SECURITY

We have put in place reasonable and appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those members of the Association who have a business need to know.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

RIGHTS OF ACCESS, CORRECTION, ERASURE, AND RESTRICTION

Your duty to inform us of changes.

It is important that the personal data we hold about you is accurate and current. Should your personal information change, please notify us of any changes of which we need to be made aware by contacting us, using the contact details below.

Your rights in connection with personal data

Under certain circumstances, by law you have the right to:

• Request access to your personal data. This enables you to receive details of the personal data we hold about you and to check that we are processing it lawfully.
• Request correction of the personal data that we hold about you.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this basis.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.

If you want to exercise any of the above rights, please email our data protection point of contact at reg_martin@btinternet.com

You will not have to pay a fee to access your personal data (or to exercise any of the other rights).

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection and processing of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email our data protection point of contact at reg_martin@btinternet.com

Once we have received notification that you have withdrawn your consent, we will no longer process your personal information (personal data) for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

CHANGES TO THIS NOTICE

Any changes we may make to our privacy notice in the future will be provided to you by writing or via our website.

This privacy notice was last updated on 18 June 2018.

CONTACT US

If you have any questions regarding this notice, or if you would like to speak to us about the manner in which we process your personal data, please email our Chairman Keith Petty at familypetty@outlook.com or telephone him on 023 80 86 96 25

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues, at any time. The ICO's contact details are as follows:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Telephone - 0303 123 1113 (local rate) or 01625 545 745

Website - https://ico.org.uk/concerns