Last updated March 2019
Fife Communities Climate Action Network takes your privacy seriously.
Under data protection legislation we are a “controller” of any personal data you share with us. This Policy provides notice on how and why we process your data, for how long we will keep your data, and where it is held.
If you have any concerns, you have a right to:
- Request that we correct your personal data if you believe it is inaccurate / incomplete
- Change your communication preferences or restrict processing of your personal data
- Request that we delete your personal data
- Access the personal data that we hold about you through a “subject access request”.
Please contact us at firstname.lastname@example.org for any of these purposes.
How we use and retain your data
We use and retain your data in different ways depending on the application:
What we do with your data: We use your data to provide membership services, including e-newsletters and communications regarding relevant events.
Data held: Organisation name, address, website, phone number, email, description; names, email addresses, phone numbers of up to two contact people; any other data on organisation activities you supply us with.
Legal basis for processing data: Legitimate interest – as you have signed up.
Storage: Data is held in a password protected database accessed only by Fife Communities Climate Action Network Steering Group members. Email addresses are also held on a third-party online email distribution service account to enable us to circulate newsletter to contacts.
Retention: We keep your personal data only to provide you with membership services. We update or delete your data on request or on termination of membership.
- Mailing list subscribers
What we do with your data: We send you an e-newsletter and other occasional mailings about relevant events or projects.
Data held: First name, Last name and email address, community organisation (optional).
Legal basis for processing data: Consent.
Storage: Data is held on a third-party online email distribution service account.
Retention: We will keep you on this mailing list until you request amendment or deletion. You can unsubscribe any time you want by following the link at the bottom of each mailing.
- Event attendees
What we do with your data: When you attend one of our events, we collect data to help us plan and organise the event, and for monitoring and evaluation purposes. We may also take photos for documentation or to be used in our future communications.
Data collected: Name, email address, photos.
Legal basis for processing data: Consent.
Storage: Data is held in a password protected database accessed only by Fife Communities Climate Action Network Steering Group members. We use third-party online ticketing services for some of our events. Some survey data is held in a third-party online survey account.
Retention: We keep your details for as long as needed for reporting purposes, maximum 5 years.
Third party suppliers
We use third party suppliers to provide services. These suppliers process personal data on our behalf as “processors”. They are only permitted to process your data for the lawful purpose for which it has been shared and in accordance with our instructions.
When we share personal information with third parties, we only share such information as required for the specific purposes, and we take reasonable steps to ensure recipients shall only process the information in accordance with those purposes. Examples of who we may share your information with are listed below:
- Instructors, coaches, training providers and event organisers receive details of participants.
- We use online email distribution services (such as Mailchimp) to send emails.
- We use online ticketing services (such as Eventbrite) for some of our events.
- We use online survey tools (such as SurveyMonkey) to send surveys.
Other uses of your personal information
We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.
If you have any concerns, which are not resolved by communicating with us, you can raise a complaint with the Information Commissioner’s Office at www.ico.org.uk.