GDPR (the General Data Protection Regulation) comes into effect on 25th May 2018. This affects the way we handle your data and how we communicate with you in the future.
Great GIFT takes all reasonable steps to ensure that data collected about its supporting members is treated confidentially. The Trustees believe that we comply with current data protection legislation.
However, as the law on how organisations handle personal data changes from 25th May 2018 when the new GDPR comes into effect, we need to tell you how Great GIFT handles your personal data and to explain how the changes will affect you.
The new legislation comes from the EU, but the British Government has confirmed that application of the new rules will not be affected by the UK’s proposed withdrawal from the EU.
In the UK, the Information Commissioner’s Office (ICO) is responsible for enforcing data protection legislation. The ICO is publishing advice and guidance on how the new law will work and what steps organisations must take to prepare for the new legislation but the guidance is still not complete. At the time of writing, the ICO has not published any details of the exemptions that might apply for small organisations such as ours following the introduction of the latest changes so we are working on the basis that there will be no such exemptions. If that changes in the future, we will, of course, let you know.
What is ‘personal data’?
In this context, personal data is any information about you which allows us to identify you.
Great GIFT keeps the following personal data about you:
Name and title, address, phone number and/or mobile phone number, email address, details of membership subscriptions you have paid and any emails that you have sent us to ask questions about Great GIFT and its activities.
Your personal data is stored on laptops operated by members of the Society’s committee on a need to know basis.
Membership records are stored securely. Some of our records, such as membership forms are also retained in paper format and are stored securely.
We keep the information for as long as we deem necessary within the remit of the legislation. Membership details will be retained for as long as you are a member. We may also need to keep financial information for a period of six financial years after the end of the financial year in which the transaction occurred so that we can respond to any enquiries from HMRC about our income or applications for Gift Aid.
We only use the information we keep to help us to administer the functions of a membership-based organisation and to notify you of our latest news, activities and events. We may also contact you for the purpose of fund-raising in relation to specific projects directly related to the aims and objectives of the charity. We may occasionally also tell you about events organised by others that we think may be of interest to members but we will not pass on your information to third parties without your permission unless we are required to do so in law.