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DATA PRIVACY NOTICE
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”)
Who are we?
Birmingham LGBT is the data controller
Address Birmingham LGBT centre 38-40 Holloway circus
Phone number 0121 643 0821
Steph Keeble is the data protection officer
How do we process your personal data?
Birmingham LGBT 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 and organisational measures are in place to protect personal data.
We use your personal data for the following purposes:
To process gift aid applications;
To inform individuals of news, events, activities or services running at Birmingham LGBT
To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.
To enable us to provide services for the benefit of the public;
To enable us to carry out point of care testing
To book members of the public on to events and, training courses
To fundraise and promote the interests of the charity;
To manage our employees and volunteers;
To maintain our own accounts and records.
What is the legal basis for processing your personal data?
☒ Explicit consent of the data subject;
This is so that we can keep you informed about news, events, activities and services and other events throughout Birmingham LGBT via e-mail, telephone and text; use your photographs and images and share any sensitive personal data with other agencies including health, housing, local government solicitors and other agencies
There is no disclosure to a third party without consent. Unless it is to protect the vital interests of the data subject
☒ If you are an employee of Birmingham LGBT and the processing is necessary for carrying out obligations under employment, social security or social protection law
☒ Processing is necessary for the performance of a contract with you for example if we use you as a consultant or an instructor / trainer
☒ Medical purposes – processing is necessary for medical purposes, i.e. point of care and STI testing and is undertaken by a health professional or by someone who is subject to an equivalent duty of confidentiality
☒ Processing is necessary for our legitimate interests. This means that we can process your personal data if (i) we have a genuine and legitimate reason; and (ii) are not harming any of your rights and interests.
☒ Our legitimate interests include: processing for the purposes of delivering services; processing your gift aid donations; processing so you can volunteer for Birmingham LGBT, processing so you can attend activities and events and fundraising
Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only as set out in this section.
Your personal data may be shared with members of Birmingham LGBT on a need to know basis and other agencies with your explicit consent unless it is to protect your vital interests or the vital interests
If you are an employee of Birmingham LGBT we will share your personal data with HMRC and our pension provider we may also share your data with our HR advisors
We may also share your information or disclose it to third parties where required to comply with any court order or other legal obligation or when data is requested by government or law enforcement authorities, to enforce any agreements, or to protect the rights, property, or safety of Birmingham LGBT our service users or others
How long do we keep your personal data?
We keep will data in accordance with any legal framework we will keep
Gift aid declarations and associated paperwork for up to 7 years after the tax year to which they relate
If you are employed by us we will keep your personal files for six years and HMRC records for six years
We will keep any information relating to recruitment for 6 months
We will keep volunteer records for one year after you stop volunteering
We will keep health records in line with statutory requirements and all other client records for a period of 7 years to ensure we are able to comply with any contractual, legal, audit and other regulatory requirements, or any orders from competent courts or authorities.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
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 and whenever necessary, we will seek your prior consent to the new processing.
To exercise all relevant rights, queries or complaints please contact Steph Keeble Director Birmingham LGBT on firstname.lastname@example.org or 0121 6430821
You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
– Updated 24th May 2018