1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the GDPR).
2. Who are we?
The Noise Abatement Society Limited (NAS) is the data controller. This means it decides how your personal data is processed and for what purposes. The Noise Abatement Society is a private limited company and a charity registered in England and Wales; Company Number 7930551, Charity Number 1146192. Registered office: 44 Grand Parade, Brighton, East Sussex, United Kingdom, BN2 9QA.
3. How do we process your personal data?
The NAS complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
To enable us to provide a voluntary service for the benefit of the public;
To provide services, events and activities in accordance with our charitable remit;
To administer membership records;
To fundraise and promote the interests of The Noise Abatement Society;
To manage our employees, interns and volunteers;
To maintain our own accounts and records (including the processing of gift aid applications).
4. What is the lawful basis for processing your personal data?
We rely on one or more of the following reasons in law which give us the right or the duty to process personal data:
Consent: On occasion we seek explicit consent for us to process data, particularly data which is classified as sensitive. This may include processing of data regarding children, and vulnerable adults.
Legal obligations: Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
Legitimate interests: Our purposes are the provision of charitable services, events and activities in accordance with our charitable remit. In accordance with these, we carry out processing in our capacity as a not-for-profit body with the provision that: the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and your interests and fundamental rights do not override those interests. A Legitimate Interest Assessment (balance test) has been conducted and documented.
5. Sharing your personal data
Your personal data will be treated as strictly confidential.
We use trusted organisations as third party data processors to carry out some of our administrative, helpline and financial purposes, and ensure through legally binding contracts that these organisations maintain complete confidentiality of your data and themselves comply fully with GDPR.
We will only share your data with other third parties with your consent, or as required to comply with statutory obligations.
6. International transfers
We generally use external third parties based within the European Economic Area (EEA) so their processing of your personal data will not involve a transfer of data outside the EEA.
Where we contract with external third parties with an international base, we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
Where we contract with providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. This includes MailChimp and Microsoft OneDrive.
7. How long do we keep your personal data?
In general, we will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Gift aid declarations and associated paperwork will be retained for up to 6 years after the calendar year to which they relate;
8. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights concerning your personal data: -
The right to request a copy of your personal data which the NAS holds about you;
The right to ask us to correct any personal data if it is found to be inaccurate or out of date;
The right to ask for your personal data to be erased where it is no longer legally necessary for the us to retain such data;
The right to withdraw your consent to the processing, where consent is used as a basis for such processing and where it is no longer legally necessary for the us to process such data;
The right to ask us to stop processing your data during any dispute about the accuracy or processing of your personal data and where it is no longer legally necessary for the us to process such data;
The right to lodge a complaint with the Information Commissioners Office.
9. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where, whenever necessary and where there are no legal requirements not to do so, we will seek your prior consent to the new processing.
10. Contact Details
To exercise all relevant rights, queries or complaints, please contact the Data Manager at firstname.lastname@example.org or on 01273 823850. This policy applies from 25th May 2018 and was updated on 24 May 2018.
Website-specific Privacy Notice
The information you provide is intended to be used in the context of the website and the activities NAS undertakes, and it’s not intended to be used outside that context.
Where a registration and login facility is available, your details will be recorded and used to identify you in order to provide appropriate access to resources.
Other data may also be recorded (comments, contact information), which will be used in the context of the associated application.
The Internet works by sending information between servers and clients (e.g. browsers) identified with ‘IP Addresses’. The IP addresses are logged together with time, page requested and browser type as part of the site’s normal operation, and are used to record general activity on the site. No direct personal information is stored.
Cookies are small pieces of data that are used internally by the web application software to maintain sessions and in some cases to associate users with preferences on the site. Most browsers have the ability to report, block, or remove cookies, if you wish, though this can affect your experience of the site.
All data is stored in the UK (except for a Twitter guest cookie and as mentioned in Google Analytics below, our Microsoft OneDrive cloud storage, and email list subscription and management information – which is stored in the US).
The website uses Google Analytics to determine how the site is used. Here is Google’s description of the privacy aspect of that:
The websites may contain links to other websites. NAS is not responsible for the privacy policies of those sites and we encourage you to read their privacy notices.