The General Data Protection Regulation (The GDPR).
The Data Protection Act 2018, a UK law that sets out rules around personal data. UK General Data Protection Regulation (UK GDPR) which is the UK’s post-Brexit version of the EU GDPR. You can read more about GDPR on the Information Commissioner’s Office (ICO) website.
Ohanaeze Ndigbo UK & Ireland socio-cultural organisation made of people from Igbo ethnic group residing in the United Kingdom & Ireland.
Ohanaeze Ndigbo UK & Ireland occasionally collects, stores and processes personal information’ (see the ICO description). GDPR applies to ‘personal data’, which means any information relating to an identifiable person.
We seek to follow ICO guidance on the UK GDPR’s seven key principles: Lawfulness, fairness and transparency, Purpose limitation, Data minimisation, Accuracy, Storage limitation, Integrity and confidentiality (security), and, Accountability.
In particular, we set out below how we address the following rights:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to object
- The right to data portability (allows individuals to obtain and reuse their personal data for their own purposes across different services, moving, copying or transferring personal data easily from one IT environment to another in a safe and secure way).
- The right not to be subject to automated decision-making including profiling
In this GDPR and Privacy Policy we have set out how we have responded to these rights.
Ohanaeze Ndigbo UK & Ireland provides a number Services including for instance: News Updates, Event Notifications, Donation Receipts, etc
1. The Right to be Informed
1.1 We will only collect personal information voluntarily provided by you with your consent when you for instance, enquire about our activities, register as a member with us, subscribe to one of our notifications (for instance our News Updates, Newsletters, and occasional Events), or register as a Volunteer Supervisor. If you sign up for services this is informed consent.
1.2 On News Updates and other notifications distributed with Mailchimp (see 2.5 below) there has always been an UNSUBSCRIBE button.
1.3 If you have provided information to us, we will record for instance: First and Last Name; Address; email address; whether you have set up a standing order and the date it is paid; donations made (when and how); whether you have been sent a receipt for the donation(s); occasional brief notes (for instance if the name on the account via which you make donations differs from the First and Last name of your membership). We record the current financial transaction status (e.g. Pending or Succeeded). We also note whether or not you have elected to receive our News Update/Newsletter (the right to restrict processing applies, i.e. you can request to be unsubscribed from these services).
1.4 We will also hold additional information that you have provided to us when registering for events (for instance at Cultural events, Conventions or Workshop).
1.5 When you make donations through Stripe the transaction details are held within Stripe; similarly any payments to our bank account are held by the bank. We do not hold any financial details within our records bar those already listed in 1.3 - 1.4.
1.6 Since we hold records of donations this information will be held for a maximum period of six years to meet HM Revenue and Customs requirements.
2. Our Use of This Information
2.1 Your personal information will only be used to process your requests, to provide you with our services, and to provide you with information relating to our services. These communications are for instance: receipts sent following donations; News Update, Newsletter; and, occasional notifications of events or general communications.
2.2 We generate statistics about membership numbers, numbers paying by through online, etc. and these are regularly presented to Trustees. These statistics are aggregated and anonymised; it is not possible to identify personal details.
2.3 We have not and will not share your information with any other organisation without specifically seeking your permission.
2.4 Data portability has always applied on the Ohanaeze Ndigbo UK & Ireland website when donors make payments through Stripe, the user does not have to re-enter information into Stripe that has already been securely entered on our website. News Updates and other notifications are created within a secure on-line service called Mailchimp which is used by many other organisations. Whilst lists are held temporarily on Mailchimp with name and email details they are used only for the purpose of circulating notifications and are subsequently deleted.
3. Access to This Information and Your Right of Access
3.1 Information is held and processed on our website, which is held on UK servers, It is only made available to other Elected Executives for specific purposes, for instance management of information and administrative purposes, event registrations or to the Treasurer and Financial Secretary for annual account preparation. Processing for receipts is provided on the website.
You have the right to request the information that we hold: already the receipts contain most of this information and email confirmations when you sign up as a member of the group.
4. Security, Rectification and Erasure
4.1 We take reasonable precautions to prevent loss, misuse or alteration of information you give us. Our website is held on servers based in the UK. All access to data is password protected (see 4.3 below). You have a right to contact us if you believe any information held by us is incorrect and we will correct it. You may ask us to delete information and we will do so.
4.2 Only authorised UK resident Executives can access the data.
4.3 We address the risk of unauthorised exposure of all data (wherever accessed) by protecting it with several layers of security: (1) A top level access Password; (2) A Personal User ID (e.g. Volunteer Supervisor ID); (3) A very strong Personal Password; (4) Access restriction dependent on User Role.
4.4 Communications are normally sent by e-mail. For ease of use and compatibility, communications will not be sent in an encrypted form. E-mail unless encrypted is not a fully secure means of communication. Whilst we endeavour to keep our systems and communications protected against viruses and other harmful effects, we cannot bear responsibility for all communications being virus-free.
5. Cookies
5.1 A cookie is a small piece of data or message that is sent from a website’s server to your web browser and then might be stored on your hard drive. The web site only uses Functional cookies which are necessary for the web site to operate; we do not use transactional or tracking cookies. Cookies cannot read data off your hard drive or other cookie files.
6. Other Information and the Right to Object
6.1 If you would like us to correct or update any information, or if you would like information deleted from our records, then please email us at [email protected].
6.2 This privacy policy may be updated from time to time, so please check it periodically.
6.3 Links within our website to other websites are not covered by this privacy policy.
