Privacy & Disclaimer Policy – Version 1 – May 2019
What does this policy cover?
We take the security of your data very seriously and do our utmost to protect it. You have the right to know what information we hold about you, to correct it if it is wrong, to ask us to delete it and to object to what we do with your data.
If you would like to exercise any of these rights, discuss what we do with your data or request a paper copy of this policy, you can contact us by visiting our contact us on our website.
The El Valle Asociacion del Embalse has Data Protection Officer(s) to oversee our data practices and usage. The organizational responsibility for your data protection is The El Valle Asociacion del Embalse executive committee and they can be contacted using the method listed above. Each member on the executive committee are part of a decision-making body and we have reviewed our procedures in line with the GDPR (General Data Protection Regulations) and are in compliance.
When you have signed up to emails/newsletters:
If you have signed up to receive email updates from us, we will continue to send you emails until you tell us not to or until your membership expires. You can opt out of this service at any time by unsubscribing, or by contacting us. If you unsubscribe from our email list, you will no longer receive our emails. You may, however still be on another list, such as a contact list for our event invitations. We will do our best to remove you from all lists. If you don’t open any emails from us for more than a year, we may assume that you’re no longer interested and remove your contact details from the list.
When we connect with you on social media:
Photographs taken at one of our events may be published on our website and our Facebook page. You have the option of choosing whether to give us consent to publish photos of you in or attending one of our productions or at a social event sponsored by The El Valle Asociacion del Embalse. The consent option only applies to photos that are taken at events sponsored by us and intended for publishing on our website and/or Facebook page, or to be shared with other members and followers via email. We have the right to protect images on our website with a password access only should the need arise. There may be times when our members will also use photos for his/her own purpose and store it on their personal platform. We cannot control what other members do with their own photos.
How long do we store this data for and where do we get it?
Because of our not-for-profit status we are required to keep accounting data longer than one year. We store other data for one year.(Your name, email address, phone number and postal address). You will receive the option annually to update your contact information or to let us know you no longer want to be on our list.
What happens when we stop storing your data?
When we remove your data from our systems, we will remove any details that identify you as an individual from the records that we keep other than those we are required to keep. (Accounting records)
How do we use the data we hold about you?
We use the information we have about you to perform actions that you have requested of us (such as sending you emails/news letters), to keep track of how you interact with The El Valle Asociacion del Embalse so that we can send you relevant communications, to record your consent to certain activities (such as a confirmation r.s.v.p to an event and our membership interest form.) Occasionally there may be special events planned with short notice and we will then alert you as appropriate via email or a phone call.
This means that we will review the information that you give us, and the information that we generate, to work out how best to allocate our resources and to send you messages which are most relevant to you. If you’ve provided us with an interest in volunteering or help in another capacity, we will share your information with the appropriate committee member, usually our social secretary so he/she can contact you. If you don’t wish us to use your data this way, you can opt out at any time by contacting us.
The data that we review or generate will only be used to promote the interests of The El Valle Asociacion del Embalse directly. We will never share this information with other charitable organisations or pressure groups, or outside of our trusted service providers.
When will we send you emails?
At The El Valle Asociacion del Embalse we make a distinction between ‘informational emails’ and ‘transactional emails’.
Informational emails are emails that we send to a group of people, i.e. members and supporters. These emails include our regular event and special event updates (among other things). We will only send these if you are on or mailing list and have given your consent, i.e. by completing a membership form on our website or a printed hard copy form. You can withdraw your consent at any time.
Transactional emails are communications about specific actions you have taken, such as completing a membership interest form on our website, or where we need to communicate something that is specific to you. These could include (but are not limited to): renewal reminders, questions about your activity interest with The El Valle Asociacion del Embalse or any other enquiry that specifically relates to you.
When will we phone you?
If you give us your phone number, we will only use it to contact you about specific issues that relate to The El Valle Asociacion del Embalse activities or to respond to queries where you have asked us to phone you. In most cases we will use email to communicate with you.
Do we share your information with anyone?
We don’t share information with other organisations for their marketing or fundraising purposes and we will never do this without asking for your explicit consent first. With your permission only, we do share your information with a member of the executive committee of The El Valle Asociacion del Embalse, who may need to contact those interested in any activity for an up and coming event/trip, or to follow up on a volunteer position you’ve let us know you are interested in.
When you use our websites, certain information about how you use our site, your device and general location information will be stored and tracked by our third-party supplier, Mail Chimp. Like many organisations, we use Mail Chimp to find out how our website is used so that we can make improvements and track the success of campaigns. Although we can view the activity of individual users on our websites, we have no way of identifying them personally.
Google Chrome; Microsoft Edge; Safari Browser; Mozilla Firefox; or any other browsers.
Lawful basis for processing
Under general data protection regulations (GDPR), we must let you know what our ‘lawful basis’ is for each way that we process your data. ‘Processing’ includes storing, sharing or analysing your data, as well as using it to contact you.
The El Valle Asociacion del Embalse will justify processing your data using one of the following basis:
How do we protect your data?
The El Valle Asociacion del Embalse takes the care of your personal information seriously and ensures there are appropriate technical controls in place to protect them. These include providing training for those who are responsible for handling your data, using secure storage and servers, Transport Layer Security (TLS), Secure Socket Layers (SSL) and firewalls, and carefully selected external organisations. We use vendors who provide platforms for website development (WIX), email and form generators (Mailchimp). All are in compliance with GDPR 2018.
You have the right to withdraw your consent at any time, to correct or view any information that we hold about you, to ask us to delete the information that we hold on you or to object to how we use that information.
You have the right to withdraw consent that you have previously given to us for communication, data processing or storing your data. You can do this by contacting us or, if you wish to update your preferences or unsubscribe from emails, clicking the relevant link in any email you receive from our mailing service.
Right to be Informed
You have the right to be informed about how we use your data in a concise, transparent and easily-intelligible way. We will usually provide this information to you by providing privacy notices alongside this policy, where appropriate, when you give us your data. If you would like a copy of this policy, you can either download this page or contact us to request a paper copy.
Right to Access and Correction
You have the right to access the data that we hold on you and to confirm that your data is being processed by us. You also have the right to have your information corrected if it is wrong. If you would like to request information from us or correct any data that we hold about you, please contact us.
Right to Restrict Processing
If you are unhappy about how we are processing your data, you have the right to restrict how we process the information that we hold on you in certain circumstances. If you would like to restrict processing, please contact us.
Right to Data Portability
If you would like to transfer the information that we hold on you to another organisation, or to receive it in a standardised form (‘comma- separated’ or plain text) that can be read and imported by most data systems, contact us to request a copy of your data.
Right to Erasure (or to ‘be forgotten’)
You have the right to request that we delete all the information that we hold on you, but there are some cases in which we will not be able to delete your information. This could include when you have previously given i.e., payment of membership fees for which our legal obligation to keep records has not expired. In these cases, we will comply with your request as far as possible, and make sure to let you know what we cannot delete.
Right to Object
You have the right to object to any processing of your information which is based on legitimate interests, direct marketing or profiling (automated decision-making). You also have the right to object to your data being processed by us for the purposes of scientific, historical or statistical research. Other than sending you emails for purposes of informing you about our events, changes in policy or safety information, we do none of the above but should you have evidence that we do, you have the right to object and or report us
You can also object to processing for which we have legitimate interest. If you do object to our processing of your data for this purpose, we will do our best to comply with your wishes. However, in some circumstances, we may not be able to stop the processing entirely mostly due to an accountability requirement of our operational functions. If you wish to object to processing of any kind, you can contact us to let us know.