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Your personal data - what is it?
Personal data relates to a living individual who can be identified from that data (a “Data Subject”). 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 - in terms of the GDPR?
FCCL is termed the “Data Controller” (and its contact details are below). This means it decides how your personal data is processed and for what purposes.
How do we process personal data?
FCCL complies with its obligations under the “GDPR” by keeping personal data up to date; by storing it 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 personal data for the following purposes: -
To enable us to provide voluntary library-based services for the benefit of the public in a particular geographical area as specified in the constitution of our charity;
To raise funds and to promote the interests of the charity;
To administer membership records for Friends of FCCL (who assist our work through annual subscriptions) and for Supporters (who wish to be kept informed about our events) about news, events, activities and services running at FCCL or arranged by us;
To manage our team of volunteers and enable them to sign up for library shifts;
To manage additional occasional volunteers (such as Duke of Edinburgh award candidates)
To maintain our own accounts and records (including the processing of Gift Aid applications);
What is the legal basis for processing personal data?
We obtain explicit consent from each Data Subject so that we can keep you informed about news, events, activities and services and where applicable process your annual subscriptions, donations and recover Gift Aid from HMRC.
Sharing Personal Data
Your personal data will be treated as strictly confidential and will not be shared with other organisations or individuals.
How long do we keep personal data?
We retain Supporters and Friends data while it is still current and until requested to remove it; We keep Gift Aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.
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 that is held and processed by the FCCL: -
The right to request a copy of your personal data which the FCCL holds about you;
The right to request that the FCCL corrects any personal data if it is found to be inaccurate or out of date;
The right to request your personal data is erased where it is no longer necessary for the FCCL to retain such data;
The right to withdraw your consent to the processing at any time;
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
The right to lodge a complaint with the Information Commissioners Office
Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy 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 obtain your prior consent to the new processing.
Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact: Membership Secretary, Farnham Common Community Library, Victoria Road, Farnham Common SL2 3NL or at contact.farnhamccl@gmail.com
You can contact the Information Commissioners Office on: 0303 123 1113 or via email: https://ico.org.uk/global/contact-us/email/
or at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
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