DATA PRIVACY NOTICE
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’spossession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR)
Who are we?
Lambhill Stables is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
How do we process your personal data?
o To enable us to provide a voluntary service for the benefit of the public as specified in our constitution;
o To administer membership records;
o To fundraise and promote the interests of the charity;
o To manage our employees and volunteers;
o To maintain our own accounts and records.
o Our processing also includes the use of CCTV systems for the prevention of crime.
o To operate the web site and deliver the services that individuals have requested.
o To inform individuals of news, events, activities or services running at Lambhill
o To process gift aid applications.
o To contact individuals via surveys to conduct research about their opinions of
current services or of potential new services that may be offered.
What is the legal basis for processing your personal data?
These fall under either article 6 or article 9 – dealt with separately below.
Article 6 processing
Consent of the data subject:
membership form completion
Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
o Employment Contractso Contractor Contractso Volunteer Contracts
Processing is necessary for compliance with a legal obligation;
o OSCR requires that we “Keep registers of charity trustees and of members “
Processing is necessary for the legitimate interests of the data controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.
Lambhill Stables Constitution states “the board must ensure that a register of members is kept, setting out for each current member;
The organisations/individuals full name and address
The date on which they registered as a member of the organisation
Former member records must be retained for 6 years from the date they ceased to be a member”
o Grant Funding reporting and monitoring requirements state that “the Grantee mustkeep and maintain for a period of 6 years adequate and proper records and books ofaccount”
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with other organisations to comply with legitimate interest or a legal obligation i.e. OSCR or funders.
We will only share your data with third parties outside of the organisation with your consent.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary for a period of 6 years in order to comply with our constitution and funding obligations.
HR data is kept for a period of 6 years following the termination of employment; some personal financial data will be destroyed after 2 years; Health and Safety information must be held for a minimum of 40 years.
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: –
Where and whenever necessary, we will seek your prior consent to the new processing. Contact Details To exercise all relevant rights, queries of complaints please in the first instance, contact us at: