We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after [your membership] with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
This notice applies to you if you are:
- A member of an affiliated supporters trust who has signed up to receive updates about forthcoming events and news from the supporters trust movement.
References to we, our or us in this privacy notice are to Supporters Direct
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws [as we are not required to do so], but our Data Protection Compliance Manager has overall responsibility for data protection compliance in our organisation.
Contact details are set out in the "Contacting us" section at the end of this privacy notice.
PERSONAL INFORMATION WE MAY COLLECT FROM YOU
When you sign up to receive information from us, you may provide us with or we may obtain personal information about you, such as information regarding your:
- personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
- date of birth;
- membership details including start and end date;
- records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
- use of and movements through the SD Hub, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
- records of your attendance at any events or competitions hosted by us;
- images in video and/or photographic form and voice recordings; and
- your marketing preferences so that we know whether and how we should contact you.
WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about our members when you register on our site at www.supporters-direct.org or when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way. Information is also collected when we ask for your answers to questions on any relevant survey that you subsequently complete.
USES MADE OF THE INFORMATION
USES MADE OF THE INFORMATION
Purpose Personal information used Lawful basis To administer any membership account(s) you have with us and managing our relationship with you. All contact and membership details, transaction and and records of your interactions with us, and marketing preferences. This is necessary to enable us to properly manage and administer your membership contract with us. To send you information about events and any updates on Supporters Direct All contact and membership details This is necessary to enable us to properly manage and administer your membership contract with us. To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about Membership and events. All contact and membership details and marketing preferences Where you have given us your explicit consent to do so To answer your queries or complaints Contact details and records of your interactions with us We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership. Retention of records All the personal information we collect We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and in some cases, we may have legal or regulatory obligations to retain records. The security of our IT systems Your usage of our IT systems and online portals We have a legitimate interest to ensure that our IT systems are secure. To conduct data analytics studies to better understand event attendance and trends within the movement Records of your attendance at any events or competitions hosted by us. We have a legitimate interest in doing so to ensure that our membership is targeted and relevant. For the purposes of promoting Supporters Direct and our events Images in video and/or photographic form. Where you have given us your explicit consent to do so.
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in.
We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing us at firstname.lastname@example.org. You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.
DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
- Any party approved by you.
We do not disclose personal information to anyone else except as set out above
TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.
HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us. Exceptions to this rule are:
- Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have worked for us.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.
You may be able to update some of the personal information we hold about you through the SD Hub – www.supporters-direct.org. Alternatively, you can contact us by using the details set out in the "Contacting us" section below.
YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
- the right to be informed about how your personal information is being used;
- the right to access the personal information we hold about you;
- the right to request the correction of inaccurate personal information we hold about you;
- the right to request the erasure of your personal information in certain limited circumstances;
- the right to restrict processing of your personal information where certain requirements are met;
- the right to object to the processing of your personal information;
- the right to request that we transfer elements of your data either to you or another service provider; and
- the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.
If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
In the event of any query or complaint in connection with the information we hold about you, please email email@example.com or write to us at Supporters Direct, CAN Mezzanine, 49-51 East Road, London N1 6AH