Data Protection Privacy Policy and Privacy Notice for the Association of Women Solicitors (Surrey Branch)
The Association of Women Solicitors (Surrey Branch) (the Association) was originally founded in the 1980s for women solicitors to network and socialise with each other in the Surrey area. It is a not-for profit organisation run by a small committee to enhance networking and socialising opportunities.
The Association gathers and uses certain information about you.
We value our members and your data and will only ask for, and retain, data which is relevant for the purposes of the Association. We are not in the business of selling or trading mailing lists with other organisations or third parties for marketing purposes.
This Privacy Notice provides important information about when and why we collect your personal information, how it is used and stored, and the limited conditions under which we may disclose it others.
This notice is designed to comply with UK Data Protection Act 1998, The Data Protection Bill 2017-19, EU Data Protection Directive 1995 (DPD) and the General Data Protection Regulation 2018 (GDPR).
Our privacy policy principles:
- We will never spam you with irrelevant emails
- You may opt out or into our email communications at any time
- You have the right to ask us to show you any information we may hold on you
- We will never sell, rent, make public or distribute your personal information
- We will not share your personal data with anyone unless for agreed and specific
reasons - Data is a liability and therefore should only be collected and processed when
absolutely necessary
What information we hold about you
We collect and retain the following information about you when you join the Association:
- Full name
- Email address
- Telephone number
- Business address including firm name
- Job description
- Whether or not your subscription is paid by standing order
Why we hold this information
We hold this information about you in order that we may contact you about the Association’s events.
How we use this information and with whom this information is shared
Mailing lists
You may also choose to be added to the mailing list which is managed by the committee. You can unsubscribe to general mailings at any time by asking to unsubscribe by sending an email to rachael.house@mtg.uk.net.
Booking events with the Association
When you book an event via email, your name, address data, email address and contact number will be shown on the booking form/email and will be stored on our database to enable us to run the event.
We do not share your personal or personally identifiable details with any other company.
Third Parties
We occasionally share data with a third party for some events e.g. spa days, and further relevant personal data may be requested. It will be used only for that event and will be securely destroyed afterwards. It will only be shared with a relevant and agreed third party, e.g. the spa. We will endeavour to obtain a copy of the third party’s privacy statement, but that may not always be possible.
Performance of a contract
If you book an event with us, we will use the details that you give us to provide that service. This information is likely to include your name, contact details, business address, email address and telephone number and any additional information we may need to help meet your specific requirements. Payment is taken through a bank transfer, cheque or cash.
If you do not provide the information then we may not be able to provide the service to you.
Legitimate Interest
We may use your name or contact details to tell you about our events which we think may be of interest to you. You can ask us to stop doing so at any time.
We may use some of your personal information for statistical purposes when we evaluate our range of events.
This is done on the basis that it is in the legitimate interest of our organisation for the purpose of networking.
Photographs
We may take photos at our events. These photos are sometimes shared with the group. Please indicate at the time of the event if you do not want them to be taken or to appear.
Storage and Security of personal information
The personal information given to us is stored on our internal database, is password protected and only accessible by committee members for the purposes of networking and informing members/visitors of events. The data is confidentially stored in paper or electronic form and will be held within the committee in a secure database. Any laptops or desktops where the information is stored will have the appropriate internet and virus security protection.
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
Legal basis for processing your information
We will always access your personal information on a lawful basis and in particular on the grounds set out below:
Consent
We may ask your consent to store your data so that we can inform you of events and services. You can withdraw your consent at any time.
Legal obligation
We may also disclose your personal information, without your permission, to the extent that we are required to do so by law or regulation.
Data minimisation and How long we keep your information
We will only collect the minimum amount of data. We keep the personal information we have about you for no longer than is necessary for the purposes for which it is processed. How long we keep your information will depend on the nature of your relationship with the Association and the nature of the information concerned. You can unsubscribe from the mailing list at any time and we will ensure that you are no longer contacted.
Your rights to correct and access to your personal information You are entitled to correct, or request access to, the personal information that we hold relating to you or if you have any questions about this notice. Email your request titled ‘Data protection
information request’ to rachael.house@mtg.uk.net. You also have the right to ask for some but not all of the information the Association holds and processes to be erased (the “right to be forgotten”) in certain circumstances. Rachel House will provide you with further information about the right to be forgotten if you ask for it. We will respond to your request to change, correct, or delete your information within a reasonable timeframe and notify you of the action we have taken.
How to complain
We hope that Rachel House can resolve any query or concern you raise about the use of your information. If not, contact the Information Commissioner at hhtps://ico.org.uk/makeacomplaint/ or telephone 0303 123 1113 for further information about your rights and how to make a formal complaint.
Changes to this privacy notice
This privacy notice has been introduced as a result of the General Data Protection Regulation, in May 2018. It will be reviewed and updated as necessary with regard to changes in legislation or case law and to ensure it remains fit for purpose.