How your personal details are processed and protected.
The ‘Friends of Red House Ramble’ group (FRHR) was established in 2016
We are committed to keeping the details of our members safe. This Privacy Statement explains why and how we collect, use and protect any personal information you provide, to ensure that you remain informed and in control. We may change this document from time to time, so please do check back frequently; you will be able to see if we have made changes by the date it was last updated. Please refer to the sections below for more detail:
1. Who are we?
Membership is open to any individual, household or organisation, as determined by the management committee, that agrees with the objects and pays the annual membership fee as determined at each Annual General Meeting (AGM). Each category has one vote. The group currently has over 100 members and the running of the group is overseen by a management committee of up to eight members.
2. Our commitment to you
We have legal obligations to you under the current Data Protection Act 2018 (DPA) and the EU General Data Protection Regulation (GDPR).
We will only use your personal data to administer your membership and will never sell your personal data. With your permission, as outlined in this statement, we outline why and how your personal data is used.
3. Why do we collect your personal data?
We use your personal data to keep in touch with you, to keep you informed and to advise of the collection of subscriptions.
We will only ever collect, store and use your personal data when we have an identified purpose and reason to do so. This includes administering your FRHR membership which may involve sending you your membership welcome information when you first join us; processing subscription payments; sending your membership renewal letter; and getting in touch should there ever be any issues processing your subscription payment.
When your membership has ended, unless we hear from you directly, we may continue to send you information about our work for up to 6 months after your membership has ended. This is just in case your support was cancelled accidentally.
4. What personal data we collect and how we use it?
The details we collect consist of information such as your name, postal address, email address, telephone number. Our website does not use ‘cookies’ which are small text files placed on your computer or mobile when you visit a website.
5. Storing Information
Security: All of the personal data we process is processed by members of the management committee, typically by the Treasurer, Secretary and/or Chair. However, for the purposes of IT hosting and maintenance, your information is situated within the United Kingdom. Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means). We cannot guarantee the security of your home computer or the internet.
Data retention: We will only use and store information for as long as it is required for the purposes it was collected for. We continually review what information we hold and delete what is no longer required.
If you ask us to stop sending you communication, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted.
Where you contribute material to us, for example for a newsletter or on a survey, we will only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted.
6. Your rights
We respect your right to control your data. Your rights include:
The right to be informed: This statement outlines how we capture, store and use your data. If you have any questions about any elements of this policy, please contact us.
The right of access: If you wish to obtain a record of the personal data we hold about you, please contact us – we will respond within ten working days.
The right to rectification: If we have captured information about you that is inaccurate or incomplete, we will update it.
The right to erase: You can ask us to remove or randomise your personal details from our records.
The right to restrict processing: You can ask us to stop using your personal data.
The right to data portability: You can ask to obtain your personal data from us for your own purposes.
The right to object: You can ask to be excluded from direct marketing activity.
For more information on your individual rights, please contact the Information Commissioner’s Office.
7. Contact us
Making a complaint
We want to communicate with you in ways that you are happy with, and to provide you with information that is of interest. We take complaints very seriously. If you wish to change how we communicate with you, or update the information we hold, then please contact our Data Controller, Steve Boyd firstname.lastname@example.org.
You may also opt out of marketing emails at any time by contacting us.
All complaint information will be handled sensitively, in line with relevant data protection requirements.
Overall responsibility for this policy and its implementation lies with the management committee.