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Privacy Policy

We take protection of your personal data seriously. You can view our data protection procedures here

Data protection policy

Tarring Flood Action Group has a data protection policy which is reviewed regularly. In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data. 

 

These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here. In these cases we will ensure our Data Protection Policy is upheld. 

 

General procedures 

Data will be stored securely. When it is stored electronically, it will be kept in password protected files. When it is stored online in a third-party website (e.g. Outlook.com) we will ensure the third party comply with the GDPR. When it is stored on paper it will be filed carefully in a locked filing cabinet. 

 

When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper data is shredded. 

 

We will keep records of consent given for us to collect, use and store data. These records will be stored securely. 

 

Contacting volunteers 

Local people volunteer for Tarring Flood Action Group in a number of ways, eg to participate in Street Cleans or as part of the ‘Adopt a Drain’ initiative etc..

 

We will maintain a list of contact details of our recent volunteers. We will share relevant information / news updates and requests for help with the people on this list. 

 

People will be removed from the list if they have not volunteered for the group for 12 months. 

When contacting people on this list, we will provide a privacy notice which explains why we have their information, what we are using it for, how long we will keep it, and that they can ask to have it deleted or amended at any time by contacting us.

 

To allow volunteers to work together to organise for the group, it is sometimes necessary to share volunteer contact details with other volunteers. We will only do this with explicit consent. 

 

Mailing list 

For the purposes of communicating with volunteers, we will maintain a Mail Group. This will include the names and contact details of people who wish to receive information from Tarring Flood Action Group.

 

When people sign up as volunteers, we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time. We will only send them messages which they have expressly consented to receive, ie in relation to their volunteering.

 

We will not use the mailing list in any way that the individuals on it have not explicitly consented to.

 

We will provide information about how to be removed from the list with every mailing. 

We will use mailing list providers who store data within the EU. 

 

Contacting Core Team members 

The Core Team need to be in contact with one another in order to run the organisation effectively and ensure its legal obligations are met. 

 

Core Team contact details will be shared among the committee. 

 

Core Team members will not share each other’s contact details with anyone outside of the Core Team or use them for anything other than Tarring Flood Action Group business, without explicit consent.