What this policy covers
Our policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the EU General Data Protection Regulation (GDPR). We are committed to protecting your privacy and the confidentiality of your personal information. We undertake to preserve the confidentiality of all information you provide to us and hope that you reciprocate.
Except as set out below in this policy, we do not share, or sell, or disclose to a third party, any information collected through our website or charity activities.
This policy was created based on freely available online information including guidance from the Information Commissioner’s Office (ICO).
Who we are?
In this document, “we”, “our”, or “us” refer to Para Dance UK. We are company number 05875014, and our registered charity number is 1116988 as registered in England. Our registered office is at Para Dance UK, 1st Floor, Building 2, Croxley Business Park, Watford, Hertfordshire, WD18 8YA.
Data protection officer
Changes to this policy
(1) Personal data that we process and the legal basis on which we process it
We may collect, use, store and transfer different kinds of personal data about you.
We have collated these into groups as follows:
Your identity or profile includes information such as first name, last name, title, date of birth, and other identifiers that you may have provided at some time. This might also include donations, purchases or orders made by you, your interests, preferences, feedback, and survey responses.
Your contact information includes information such as residence address, office address, billing addresses, delivery addresses, email addresses, telephone numbers and any other information you have given to us for the purpose of communication or meeting.
Your financial or transactional data includes details about donations, payments, or communications to and from you and information about products and services you have purchased from us. Might also include information such as your bank account, Credit Card, Debit Card details and whether you are a taxpayer so that we can claim Gift Aid.
Technical data includes your internet protocol (IP) address, browser type and version, cookies, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website. Section 7 of this policy expands on cookies usage
Marketing data includes your preferences in receiving marketing from us; communication preferences; responses and actions in relation to your use of our services.
For Special Category data please review Section 2 of this policy ‘Special Category personal information’.
Children and under 16s data: in some cases, we also collect, process and store under 16s personal information, for example, to deal with products or services open to children such as competitive membership. Our competitive register is open to those aged 13 and above for inclusive dance activities. We also offer community school projects. In no case do we ever market directly to children or under 16s. If you are under 16 years of age, you may use our website or submit us with your personal data only with consent from a parent or guardian.
The following table explains types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
Legal Basis for Data Processing
Enquiring about our organisation and its work
Identity/Profile, Contact Information
Legitimate interests – it is necessary for us to read and store your details so that we can respond in the way that you would expect.
(1) Subscribing to email updates about our work
(2) Signing up for free digital membership
(3) Signing up for a free event
Identity/Profile, Contact Information, Marketing
Consent – you have given us your active consent.
Identity/Profile, Contact Information, Financial/Transaction, Marketing
Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message.
(1) Signing up for a training course
(2) Renewing annual membership
(3) Register as an athlete to access competitions
Identity/Profile, Contact Information, Financial/Transaction, Marketing
Contract – by paying your membership fees or purchasing a training course you have entered into a contractual relationship with us as set out in our transactional terms and conditions.
Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect
(2) Special Category personal information
Certain categories of personal information are regarded by the law as more sensitive than others. This is known as ‘special category’ or ‘sensitive personal data’ and covers things like information about your race or ethnicity, religious or philosophical beliefs, disability, gender identity, sexual orientation, political opinions, trade union membership, and information about your health.
We may collect special personal information about you if there is a lawful basis on which to do so. We do not usually collect ‘sensitive personal data’ about our supporters unless there is a clear reason for doing so, such as participation in a dance class or a Para dance-sport event or fundraising event where we need this information to ensure that we provide appropriate facilities or medical support to enable you to safely participate.
We may also collect sensitive personal data if you make the information public or if you tell us about your experiences relating to a disability, for example, your feedback about participating in a para dance event or class.
We will always make it clear when we collect this information from you what sensitive personal data we are collecting and why. Outside of clearly listed cases within this policy, will never share your personal data information with any other third parties.
(3) How we use your personal information
We will only use your data in a manner that is appropriate considering the legal basis on which that data was collected and processed, as set out in Section 1 of this policy.
We may use your personal information for a number of purposes, including:
- Providing you with services, products, or information you have requested
- Providing you with information about our work, activities, volunteering, fundraising, or events
- Processing donations or other transactions that you initiate
- Where you have specifically agreed to this – send you marketing communications by your selected channel (usually email) relating to our work which we think may be of interest to you
- For administrative purposes (such as follow-up to an event registration) or for internal management (such as record keeping)
- Inviting you to participate in surveys or research (as a voluntary activity)
- Where collecting and holding your information is required or authorised by law.
Other specific purposes that you may agree to from time to time
(4) When we will share your data
We will never sell your data. We will only ever pass your data to third parties in the following circumstances:
- For the provision of services, you have requested us to provide to you.
- We are using a third-party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third-party data processors.
- We are required by law to share your data.
Your data and personal information will normally be kept and hosted within the UK or EEA (European Economic Area).
We may use outsourced services in countries outside the UK or European Union from time to time in other aspects of our business. For example, some of the software our website uses may have been / might be developed in a country that is not part of the UK/ European Union. Accordingly, data obtained within the UK or any other country could be processed outside the European Union.
We will only pass data to third parties outside of the UK / EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation here: https://gdpr-info.eu/art-46-gdpr/.
(5) How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies and procedures in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and securely delete that data promptly once it is no longer required.
Except as otherwise mentioned in this policy, we keep your personal information only for as long as required by us
- To provide you with the services, products, or information you have requested.
- To comply with other laws, including for the period demanded by our tax authorities.
- To support a claim or defence in court.
Where data is collected on the basis of consent, we will seek renewal of consent at least once every three years.
(6) Rights you have over your data
You have a range of rights over your data, which include the following:
- Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
- You have the right to ask for rectification and/or deletion of your personal information.
- You have the right of access to your information including asking us for copies of your data which we currently hold.
- You have the right to lodge a complaint with the Information Commissioner Office if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us as detailed in this policy.
You are not required to pay any charge for exercising your rights. If you make a request, we generally will respond back to you within one month. When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
(7) Cookies & usage tracking
A cookie is a small text file of letters and numbers that is automatically downloaded on to your computer when you visit a website. They allow information gathered on one web page to be stored until it is needed for use on another. Cookies are used by many websites and can do a number of things, for example remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website. They allow a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely. Your web browser should allow you to delete any cookies choose. It also should allow you to prevent or limit their use.
(8) Contact Us
If you have any comments or questions about this policy or would like to receive further information about this Policy or any of our safeguards, please feel free to contact us at firstname.lastname@example.org.