Privacy Notice and Data Protection Rights
Who are we?
Lancaster and Morecambe Makers is a ¨membership organisation devoted to electronic, physical and other crafts. Lancaster and Morecambe Makers is based in Lancaster, UK, and is a company registered in England and Wales. Lancaster and Morecambe Makers operates via electronic communication. Lancaster and Morecambe Makers is a not for profit organisation or a company limited by guarantee.
What do we collect?
Lancaster and Morecambe Makers collects only the minimal level of data needed for standard legal processing of financial transactions, data related to membership, data related to suppliers. Where we collect information from organisations (B2B), due to the nature of email addresses in organisations, we may collect an email address that identifies an individual in that organisation.
Lancaster and Morecambe Makers collects an email address, name and address of its members for the purposes of their membership. This is considered a part of the contractual agreement of membership. Membership details are stored in an electronic format and deleted when membership has lapsed for a period of 18 months.
Lancaster and Morecambe Makers also collect social media identification only where:
- It is freely available in the public realm;
- They have been granted specific right to use;
This ‘availability’, or ‘right to use’ may be from one of the following reasons:
- A promotional component of an organisation that we have received;
- An actively shared identification method where it is clear that consent is given to use such;
- A consented method of contact by being freely presented as such by the individual, or in response to an opt-in form that was clearly selected;
- Another lawful method of use identified in Article 6 of the GDPR;
How do we use it?
Information collected by Lancaster and Morecambe Makers is only used for the standard organisational practices of the organisation. For the most part this is merely to facilitate communication. At some times we will use information to inform current or previous business customers of any changes within the organisation or to contact them regarding changes to their organisation that is in the public domain.
Due to the nature of our organisation, Membership, the articles require that any member may request a list of the current membership. Where this is requested only names and addresses will be shown. This will be supplied in a one-off read-only format so that it may not be saved or transferred. Members are encouraged to keep the personal details of other members private and to respect the rights of other members.
Lancaster and Morecambe Makers do not collect information for:
- Any automated processing;
- Unsolicited direct marketing except under consent (Article 6(a)) or legitimate business interest (Article 6(f));
- Automated profiling;
- To share with a 3rd Party.
Lancaster and Morecambe Makers use a number of methods to ensure that they manage data in a responsible manner. We use a combination of private networks, secure access, logging, monitoring and detection on our services. Lancaster and Morecambe Makers staff are constantly keeping aware of security changes, best practices and threats and act in a responsible and appropriate manner.
Sharing/Disclosure with 3rd Parties
Lancaster and Morecambe Makers does not share any personal information with third parties for the purposes of processing or automated profiling. Lancaster and Morecambe Makers does not share lists or other data for the purposes of direct marketing. Only information necessary for legal processing is shared with our accountants of Meiring Accountants of Hornby.
The rights of any individual whose name, or other data, may be collected in the course of our normal business activities, listed above, will be honoured at all time. You can contact us regarding the exercise, or information relating to, you rights at any time using the information in ‘contact us’ below.
These rights include (but may not be limited to):
Transparency: We will let you know what data we have collected;
Collection: We will let you know, to the best of ability, where the data was collected from;
Access: We will let you access the data as long as it does not conflict any other person’s rights, the right to legal processing (Article 6(c)), the rights determined by a private contract (Article 6(b));
Changes: If you think any of the data we hold is incorrect we will correct such information on your request;
Deletion: Except where it is required under Article 6(b) and 6(c) we will honour your right to be forgotten and to delete information that you do not wish us to hold;
Restriction of Processing: You have the right to restrict any processing that you believe is being performed except those required under Article 6(b) and 6(c).
Communication: We will attempt to keep you apprised of any of your above rights, and to carry out your data rights requests except where the cost of such an action outweighs the data stored or the risk. This does not affect your statutory rights but allows a financial limit to be set so that we cannot be disproportionately affected by any request following the guidance of Recital 13. We will keep you informed of any decisions made and our reasoning and give you the right to submit a reasonable objection to any decision.
Portability: Wherever possible we will allow you your right to move the data we have on you to another location except where it is commercial data which we have legally obtained and may retain or delete. This does not affect any of your rights.
Profiling: You have the right to refuse any profiling of data we hold about you.
Automated Decisions: You have the right to refuse any automated decisions based on information we have on you. You have the right to request decisions are made by a natural person.
3rd Party Sites and Hosted Services
Lancaster and Morecambe Makers uses a number of third party sites to store information. However very few of them are used to store personally identifiable information.
Email: Lancaster and Morecambe Makers uses hosted email service provided by Google, the data is not shared. Members may use their own email service.
Git: Lancaster and Morecambe Makers maintains its own Git repositories on Github.
Google: Lancaster and Morecambe Makers is an enterprise GSuite customer and therefore uses secure team drives and user management for the storage of cloud data. This data is secured under EU safe Harbour agreements and request is made to store all data in secure locations for full compliance with the EU GDPR. See: https://cloud.google.com/security/gdpr/
Github: Lancaster and Morecambe Makers is a member of a number of community Github repositories but does not share personal information on these . See: https://blog.github.com/2018-04-19-updates-to-our-privacy-statement-and-terms-of-service/
Trello: Lancaster and Morecambe Makers is a member of a number of community and private Trello boards but does not share personal information on these . See: https://help.trello.com/article/1118-trello-and-gdpr-our-commitment-to-data-privacy
Meiring Accountants: Lancaster and Morecambe Makers uses Meiring Accountants for all its business accounts processing. Only information required by UK company law is transmitted or shared. See: http://www.meiringaccountants.co.uk/
Lancaster and Morecambe Makers does not collect information on individuals except in the context of ïts members or direct business to business relationships. As part of our commitment to changing policies we will be instigating a removal of information policy whereby customers who have passed any legal boundary for the retention of data will be removed from our unless they are also a current customer or have specifically requested that we keep their information.
A contacts database may contain data for a period longer than standard legal processing but this is stored in a separate location to any email, business details or other forms of communication. Contacts databases will be regularly purged of old information.
The rights of any data subject will be upheld in accordance with the above statements.
Lancaster and Morecambe Makers does not hold data in any international location except where identified in the above 3rd party list. These will be regularly maintained in accordance with the Data Retention policy.
Lancaster and Morecambe Members have a special Family Membership.
Where a child under the age of 13 who attends the ‘Space’ the Family membership option is used and the name and details of the child are not recorded.
Any child must attend with a parent or legal guardian. Children may also attend if a written authorisation from their legal guardian to accompany an adult who is not their guardian has been given and approved by the board of directors.
Where the child is over the age of 13 the name may be recorded with that of the legal guardian. At all times we will protect the privacy of children and members are encouraged only to communicate with any person below the age of 16 with the express permission of a guardian.
Special notice is given to all members and to guardians who accompany a child to respect and preserve the privacy of the child and to ensure that the utmost discretion is observed.
How to Contact Us
You can contact Lancaster and Morecambe Makers on Data Protection by writing to:
Lancaster and Morecambe Makers
By email at firstname.lastname@example.org using the subject line “Data Protection Enquiry”
How to make a complaint
If you are unhappy with how your Personal Data is processed by Lancaster and Morecambe Makers , you have the right to complain to us using the contact address above. If you remain unhappy, following our response to your complaint, you have the right to lodge a further compliant with our Supervisory Authority, The Information Commissioner’s Office (ICO).
The ICO’s address is:
Information Commissioner’s Office
You can also contact them by telephone on 01625 545 745 or via their website at www.ico.org.uk.
Version 1.1 : 18th May 2018