DATA PROTECTION NOTICE
Soul Marks Trust
1. 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 2016/679 (the “GDPR”).
2. Who are we?
The Trustees are collectively a ‘data controller’ (contact details below). This means they decide how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Trustees of Soul Marks comply with their obligations under the GDPR by keeping personal data up to date; by storing and destroying them 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.
The Trustees will use your personal data in order to provide information about the activities of the Trust.
The Trustees will use your personal data for the following purposes: –
- To administer membership records;
- To fundraise and promote the interests of the charity;
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events, activities and services.4. 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 via e-mail, telephone and text.
☒ Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –
o the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and
☒ 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 Trust administration, processing your gift aid donations, and fundraising.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will be shared only as set out in this section.
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 us, members of the congregation or others.
6. How long do we keep your personal data?
We keep data in accordance with the guidance provided the Information Commissioner’s Office.
7. 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: –
- The right to request a copy of your personal data which the Trustees of Soul Marks hold about you;
- The right to request that the Trustees of Soul Marks correct any personal data if they are found to be inaccurate or out of date;
- The right to request your personal data are erased where it is no longer necessary for theTrustees of Soul Marks 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 personaldata, to request a restriction is placed on further processing;
- The right to lodge a complaint with the Information Commissioner’s Office.8. Further processing
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.
9. Contact Details
To exercise all relevant rights, queries or complaints please contact the Secretary at PO Box 23548 Edinburgh EH6 4WS or firstname.lastname@example.org.
You can contact the Information Commissioner’s Office on 0303 123 1113 or via emailhttps://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Soul Marks is a Scottish Registered Charity No. SCO34403.