Introduction
Babbacombe Road Residents’ Association (BRRA) is a privacy conscious organisation and this Privacy and Data Protection Statement follows guidelines set out in the Data Protection Act 1998.
The Data Protection Act 1998
The Data Protection Act 1998 set rules for processing personal information and applies to structured paper records as well as data held on computers. With the Freedom of Information Act 2000 which came into force on 1 January 2005, the provisions of the Data Protection Act 1998 will apply to all records, including those structured other than by reference to the data subject, as well as completely unstructured files.
How does BRRA collect data?
There are several means by which BRRA collects personally identifiable data, for example:
- Through completion of a BRRA membership application form
- Acceptance for inclusion on a mailing list or database
- By signing up for a BRRA event
- Through research, surveys or monitoring activities
- By entering into email or telephone correspondence with a committee member of BRRA
All personally identifiable information provided to BRRA is processed in accordance with the principles of the Data Protection Act 1998.
Purposes for Holding Data
BRRA holds the details provided by you for the following purposes:
- To facilitate the administration of your membership.
- To respond to any enquiries you may make.
- To contact you about news, events, campaigns, offers and opportunities available to members.
- To administer any events in which you participate or may wish to participate and to deal with any matters involving you.
- To create anonymised aggregated information about our members to enable us to secure funding for projects.
BRRA’s Use and Storage of Data
The Data Protection Act states that those who record and process personal information must be open about how the information is used and must follow the eight principles of ‘good information handling’. By law, data controllers, including BRRA, have to keep to these principles.
These principles state that data must be:
- Fairly and lawfully processed
- Processed for limited purposes
- Adequate, relevant and not excessive
- Accurate
- Not kept for longer than is necessary
- Processed in line with your rights
- Secure
- Not transferred outside the European Economic Area unless that country provides a adequate level of protection
If you believe that BRRA is not processing your personal data in accordance with these principles, please contact BRRA’s Data Controller at admin@brra.uk.
Who has access to your information?
Access to your personal information is strictly limited to BRRA committee members who fulfill the administrative functions as outlined above. This may include the Chair, Secretary, Treasurer and the Data Controller.
If you book to participate in an event, some of your details may be shared with those running the event.
Your address may be shared with those delivering newsletters or notice of events.
Is information passed to third parties?
BRRA Membership data may be held on an online database to facilitate the sending of newsletters by email. The provider’s EU Data Processing addendum is here.
It is BRRA’s policy to otherwise disclose information to third parties only if explicitly required to do so by United Kingdom Law or where your consent has been obtained.
BRRA does not collect or compile personally identifying information for dissemination or sale to external parties for marketing purposes nor does it host mailings on behalf of third parties.
Finding out what information we hold about you
BRRA endeavours to be as open as it can be in terms of giving people access to their personal information. You can find out if we hold any personal information about you by making a ‘Subject Access Request’ under the Data Protection Act 1998. Make your request, in writing, to the Data Controller at admin@brra.uk.
Your request should include details and provide documented evidence of who you are (e.g. driving licence, passport, birth certificate). You should also provide as much detail as possible regarding the information you wish to access (e.g. where and by whom information is believed to be held, specific details of information required etc).
You are not required to state WHY you wish to access the information but you should include any details which will help us locate and retrieve the information.
If we do hold information about you we will:
- give you a description of it
- tell you why we are holding it
- tell you who it could be disclosed to
- let you have a copy of the information in an intelligible form
All efforts will be made to provide you with a response within one month. In any event, you will receive all the information that has been located and can be released within one month and an explanation for any information that cannot be provided at that time.
Use of the BRRA website
Public browsing of the BRRA website does not result in the capture of any personal information. We do not use cookies for collecting user information and the only information we do collect is that required for system administration of our web server such as your IP address.
Your acceptance of these terms
If these Terms and Conditions are not accepted in full, you do not have permission to access the contents of this website and therefore should cease using this website immediately.
If you would like any further information about anything on this page, please contact:
Data Controller: admin@brra.uk.
Review
This document is reviewed annually. Date of last review 22 APR 2018