Privacy Policy

Last updated MAY 2018

Introduction

For definitions please refer to our Terms of Use.

DATA PROTECTION LAW WILL CHANGE ON 25 MAY 2018
This policy sets out most of your rights under the new laws. We will need to make changes to this policy from time to time, to make sure that we are always providing you the latest information about what is happening to your personal information.

How the law protects you

RMNF is committed to the protection of your rights and your privacy. As well as our Privacy Policy the law protects your privacy.

Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside RMNF, but to do so the law says we must have one or more of these reasons:

  • To fulfil a contract we have with you, or
  • When it is our legal duty, or
  • When it is in our legitimate interest, or
  • When you consent to it.

A legitimate interest is when we have a reason within our charitable objects to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.

Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.

Managing cookies

What we use your personal information for Our reasons Our legitimate interests

To manage our relationship with you or your organisation.

Your consent.

Fulfilling contracts.

Our legitimate interests.

Our legal duty.

Keeping our records up to date, and providing information that may interest you and telling you about it.

Seeking your consent when we need it to contact you.

Being efficient about how we fulfil our legal duties

To manage risk for RMNF, our members and supporters.

To obey laws and regulations that apply to RMNF.

To respond to complaints and seek to resolve them.

Fulfilling contracts.

Our legitimate interests.

Our legal duty.

Complying with regulations that apply to RMNF.

Being efficient about how we fulfil our legal and contractual duties.

To run RMNF in an efficient and proper way. This includes managing our financial position, charitable capability, planning, communications, governance, and audit. Our legitimate interests.

Our legal duty.

Complying with regulations that apply to RMNF.

Being efficient about how we fulfil our legal and contractual duties.

Types of personal information

There are many different kinds of personal information.

Our main interest is to contact you to provide information about our forum and area. This requires that we know how to contact you and where you live, which might involve using “Open Data and Public Records” that are in public records such as the Electoral Register, and information about you that is openly available on the internet. We will also require your personal information if you wish to Gift Aid a donation to the forum.

We DO NOT use your information to understand your Financial, Social Demographic, Social Relationships or Technical details on the devices and technology you use.

Special types of data

The law and other regulations treat some types of personal information as special. We will NEVER collect and use these types of data unless we are required to do so by law. Special types of data includes:

  • Racial or ethnic origin
  • Religious or philosophical beliefs
  • Trade union membership
  • Genetic and bio-metric data
  • Health data including gender
  • Criminal convictions and offences

National identifier

We will never ask for a national Identifier,such as a National Insurance number unless we are required to do so, for example if you wanted to become a Trustee of our forum.

Where we collect personal information from

We may collect personal information about you (or your organisation) from these sources:

  • The data you give to us:
    • When you apply for membership of our forum
    • When you talk to us on the phone or in a meeting
    • In emails and letters
    • In surveys
  • Data from third parties:
    • People and organisations that introduce you to us
    • Social networks
    • Public information sources such as Companies House
    • Agents working on our behalf
    • Government and law enforcement agencies.

How long we keep your personal information

We will keep your personal information for as long as you are a member of RMNF

After you stop being a member, we may keep your data for up to 10 years for one of these reasons:

  • To respond to any questions or complaints.
  • To show that we treated you fairly.
  • To maintain records according to rules that apply to RMNF.

We may keep your data for longer than 10 years if we cannot delete it for legal, regulatory or technical reasons. In which case we will make sure that your privacy is protected and only use it for those purposes.

How to get a copy of your personal information

To access the personal information we hold please see our FREEDOM OF INFORMATION (FOI) Policy

Letting us know if your personal information is incorrect

You have the right to question any information we have about you that you think is wrong or incomplete. If you want to do this please contact:

The Information Officer
Rooley Moor Neighbourhood Forum CIO
Owd House
Fern Hill Lane
Rochdale OL12 6BW

If you do, we will take reasonable steps to check its accuracy and correct it.

What to do if you want us to stop using your personal information

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal information if:

  • It is not accurate.
  • It has been used unlawfully but you don’t want us to delete it.
  • It not relevant any more, but you want us to keep it for use in legal claims.
  • You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.

If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us.

How to withdraw your consent

You can withdraw your consent at any time. Please contact us if you want to do so.

How to complain

Please let us know if you are unhappy with how we have used your personal information. You can contact us by email: info @RMNF.org.uk or writing to:

The Information Officer
Rooley Moor Neighbourhood Forum CIO
Owd House
Fern Hill Lane
Rochdale OL12 6BW

You also have the right to complain to:

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 01625-545700
Fax: 01625 524510

Future formats for sharing data

The Data Privacy laws will change on 25 May 2018. From that date you will have the right to get your personal information from us in a format that can be easily re-used. You can also ask us to pass on your personal information in this format to other organisations.

Our privacy promise

We are committed to protecting the privacy of our members and supporters. We take your privacy seriously and treat all the information you give us with great care.

We value and respect all the people and organisations whose support helps us to care for our neighbourhood area and to keep the history and heritage of our area alive for future generations.

Our Privacy Promise explains how we collect, store and use the personal information you give to us. If you have any questions concerning your personal data and how we look after it then please contact us at info@RMNF.org.uk

As a data controller we are exempt from being required to being recorded on the ICO Data Protection Register but work to fully comply with the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and other relevant legislation.

We promise

  • To keep your data safe and private
  • To never sell or share your personal information, or let other organisations use it for marketing
  • To make it easy for you to tell us how you would like us to keep in touch
  • To only collect the information we need to make sure we are able to keep you informed
  • To take good care of your personal information, and make sure it is up to date, safe and secure at all times
  • To make sure that anyone who carries out work on our behalf meet the same high standards that we adhere to when handling your personal information

Privacy policy overview

We collect personal information from our supporters who use our website; supporters who apply to become Members, make a donation and from those who get in touch with us directly. We do this both electronically and in paper format.

In addition we also collect details automatically about the pages you visit on our website. Please see our Cookies policy below for more information.

In choosing to share your personal information with us, you will be agreeing to our collection and use of your information as described in this policy.

If you no longer want us to process your personal details you can ask us to stop at any time by contacting info@RMNF.org.uk

We use the information you share with us to:

  • Make sure you receive information you have requested
  • Carry out reasonable administration of your membership, donations and volunteering
  • To keep in touch with you in the way that you want us to
  • To better understand our supporters so that we can improve

What we do with your information

Processing

We will make sure that you receive any information you have requested, process any payments and send you information relating to our forum.

If you have joined as a Member this will include sending you confirmation of your membership, information on how to use your membership, regular email updates or newsletters.

If you have made a donation, this will include thanking you for your support and letting you know how your contribution has helped us.

We will also do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address we hold for you. We also use information from the Post Office’s National Change of Address database, the telephone preference service, the mailing preference service, the Bereavement Register and other similar suppression lists to make sure we do not send communications to the wrong place or person.

Please do let us know if your details have changed.

Marketing and communications

Receiving marketing information from Rooley Moor Neighbourhood Forum will always be your choice, and you can choose how you would like to receive that information from us.

You can also change your mind at any time, and we will keep your preferences up to date.

We limit the number of marketing communications we send to make sure we are not sending you too much. The maximum you would receive is four per month, in addition to communications that are not marketing related described above.

We may at times invite you to events for fundraising, or ask you if you are able to support us further but only if appropriate and in line with this privacy policy.

We will only contact you for marketing purposes by telephone or text message (SMS) if you have told us we can.

We will only contact you by email if you have told us you would like to hear from us this way. Every email will have a link to help you unsubscribe if you wish to stop this.

We may contact you occasionally by post, however you can also stop this at anytime by contacting info@RMNF.org.uk

User supporter profiles

In addition to respecting your communication preferences, we know it is important to use our resources in a responsible and cost effective way. For this reason we try to ensure that:

  • Our communications are relevant, un-personalised and interesting
  • Our communications meet the needs of our supporters
  • We only ask for further support and help from supporters if it is appropriate
  • We use our resources responsibly and keep our costs down

If you have agreed that we can contact you we do not gather additional information about you from external sources.

We will never sell or pass on your personal information, or let other organisations use it for their own purposes.

Who has access to your information

Your information will be only be accessible to our trustees, volunteers and contractors if they are trained and it is appropriate in order for them to carry out their role in line with this Privacy Policy.

We will never sell your personal information, or let other organisations use it for their own purposes.

We will only share your personal information where:

  • We are legally required to, or as a result of a lawful request by a governmental or law enforcement authority.
  • We have engaged a supplier or contractor to carry out services on our behalf, such as sending our communications or carrying out research and analysis.

We only work with trusted suppliers who have agreed to the terms of our Data Processor Agreement to treat your information as respectfully as we do and in accordance with the requirements of the Data Protection Act 1998.

Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.

How we keep your information safe

The security of your information is paramount to us and our networks are regularly monitored to ensure they remain secure.

We also regularly review our measures to ensure they are up to date and in line with latest developments. Any payments are made using cheque or online banking to ensure we make best use of the expertise and facilities provided by our bankers, the Co-Operative Bank.

If you have a password to allow access to certain parts of our website, you must keep that password safe and not share it with anyone or your personal information could be at risk. You are responsible for maintain your profile privacy settings  which allow you to specify if you wish to share your location, contact details and profile picture.

Data that is transmitted via the internet or in email, cannot be 100% secure. As a global environment, transmitting data to us may take place outside the European Economic Area.

We will take every reasonable precaution to keep your information safe but it cannot be guaranteed and so please be aware that any information you do transmit to us is at your own risk. Once we have received your information we will use our best effort to ensure its safety within our network, which sits within the European Economic Area.

Changes to this policy

We reserve the right to update this policy from time to time. However, if we do so your continued use will be taken as acceptance of any changes.