Embedded Files
Ghana Union Bradford (Data Controller) treats the privacy of its members and the public (Data subjects) very seriously and we take appropriate security measures to safeguard your privacy. This Policy explains how we collect and process your personal data to manage our relationship and to meet legal obligations.
The regulation contains 6 principles.
Personal data should be processed fairly, lawfully and in a transparent manner.
Data should be obtained for specified and lawful purposes and not further processed in a manner that is incompatible with those purposes.
The data should be adequate, relevant and not excessive.
The data should be accurate and where necessary kept up to date.
Data should not be kept for longer than necessary.
Data should be kept secure.
All our members have a responsibility to ensure that their activities comply with the data protection principles. Trustees and the executive committee have responsibility for the type of personal data they collect and how they use it. Trustees and the executive committee should not disclose personal data outside the union's procedures, or use personal data held on others for their own purpose
What information we collect
GUB collects and processes a range of information about you. This includes:
Your name, address, contact details, including phone number(s), email address, date of birth, gender and Next of Kin details;
Your profession;
How we obtain your personal data
GUB collects this information in a variety of ways:
· Information provided by you, e.g. from your application form, or over the course of your membership.
· We may also keep information contained in any correspondence you may have with us by telephone, post or by email.
· Information from interviews, meetings or other assessments.
How we use your personal data
We use information held about you in the following ways:
· In the performance of a contract for the purposes of legitimate interests of the GUB
· As part of the membership relationship and to meet its obligations under your membership.
· To comply with legislation, e.g. GDPR, Charities commission and vital interests such as Health & Safety reasons
· To provide a reference
· For the purposes of audit and compliance monitoring
· We may share your information with selected third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, i.e. regulatory authorities such as the Charities Commission.
We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy
Unfortunately, the transmission of information via the internet is not completely secure and whilst we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site and therefore any transmission is at your own risk.
Cookies
Our website does not use cookies.
Links to other websites
Our website may contain links to other websites of interest, e.g. sister Ghana Unions or Associations. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy statement applicable to the website in question.
Where we store your personal data
Hard copy of your application form (personal data) is stored securely in our personnel file. Data is held on our computerised management system, ICOM, with restrictive access levels and the information will be deleted in accordance with the timescales below:
Data will be saved on an encrypted SQL server, backed up in the Cloud for emergency recovery purposes.
How long do we keep this information about you?
We hold your personal data for the duration of your membership and then for specific periods after the end of your membership as set out below.
Our need to use your personal information will be reassessed on a regular basis and information which is no longer required will be disposed of.
The following timescales will be adhered to after your membership ends:
Personnel files – 6 months for membership
Membership Liability Information – for the duration of GUB membership
Data subject rights
If you wish to exercise any of the following rights, please contact the Trustees or the executive committee.
Subject access requests
The General Data Protection Regulation (GDPR) grants you the right to access particular personal data that we hold about you. This is referred to as a subject access request. We shall respond promptly, and certainly within one month or 2 months if complex, from the point of receiving the request and all necessary information from you.
Right to rectification
You, the data subject, shall have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold concerning you. You can help us by informing us of any changes to your personal data when they occur.
Right to erasure
You, the data subject, shall have the right to obtain from us the erasure of personal data concerning you without undue delay, where there is no compelling reason for its continued processing.
Right to restriction of processing
Subject to exemptions, you, the data subject, shall have the right to obtain from us restriction of processing where one of the following applies:
the accuracy of the personal data is contested by you, the data subject, and is restricted until the accuracy of the data has been verified;
the processing is unlawful and you, the data subject, oppose the erasure of the personal data and instead request the restriction in its use;
we no longer need the personal data for the purposes of processing, but it is required by you, the data subject, for the establishment, exercise or defence of legal claims;
you, the data subject, have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections.
Right to data portability
You, the data subject, shall have the right to receive your personal data, which you have provided to us and have the right to transmit this data to another controller, without hindrance from us.
Right to object
You, the data subject, shall have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, including any personal profiling; unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you, the data subject, or for the establishment, exercise or defence of legal claims.
Right to not be subject to decisions based solely on automated processing
We do not carry out any automated processing, which may lead to an automated decision based on your personal data.
Changes to our Privacy Policy
Please check back frequently to see any updates or changes to our privacy policy.
If you have any questions or queries which are not answered by this Privacy Policy or have any potential concerns about how we may use the personal data we hold, please contact the trustees or the executive committee.
Right to Complain
If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioner’s Office (ICO), you can contact them on 01625 545745 or 0303 123 1113. You also have the right to judicial remedy against a legally binding decision of the ICO where you consider that your rights under this regulation have been infringed as a result of the processing of your personal data. You have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensation.
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