New Data Protection Regulations
The General Data Protection Regulations (GDPR) apply from 25 May 2018. They affect the way in which organisations can store and process personal data, including contact details.
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.
How We Use Your Data
There are three ways that Friends of Earlham Cemetery holds personal data.
1. E-mail Contacts
If you have contacted our group for any reason (including requests for the location of graves or general enquiries about our group or Earlham Cemetery), we will hold your e-mail address and first name and surname in our e-mail address list, on Yahoo Mail (see Yahoo’s Terms of Service).
The list will only be used by the Secretary or committee members to send you e-mails relevant to your enquiry.
Your e-mail address will not be shared with other members or anyone outside the group without your explicit consent.
2. Announcements List
If you have asked to be on our e-mail announcements list you will receive general announcements (usually once a month) about our walks and events and, occasionally, other information about our group or Earlham Cemetery. This may include details of fundraising events, such as asking you to vote for our group for community funding awards.
As for general e-mail contacts (1, above), we will hold your e-mail address and first name and surname in our e-mail address list, on Yahoo Mail.
The list will only be used by committee members to send you e-mails and your e-mail address will not be shared with other members or anyone outside the group without your explicit consent.
3. Membership
If you join Friends of Earlham Cemetery (by paying the £5 annual subscription) your e-mail address and first name and surname will be added to our e-mail members list.
You will be sent electronic copies of the Members’ Newsletter, usually twice a year, as well as occasional members’ e-mails, such as those advertising special events for members only.
As for general e-mail contacts (1, above), we will hold your e-mail address and first name and surname in our e-mail address list, on Yahoo Mail. The list will only be used by committee members to send you e-mails and your e-mail address will not be shared with other members or anyone outside the group without your explicit consent.
As a member, your name, address, e-mail address and telephone number, together with a record of which year(s) you have been a member of our group will also be stored securely on a spreadsheet. This data will be shared between the Membership Secretary and Treasurer to ensure that membership information is correct and up to date.
If you opt to have a printed copy of a newsletter (an option only available to members with no access to e-mail) your name and address will also be passed to the Newsletter Editor, to enable a copy of the newsletter to be sent to you.
Your Details
You may contact us by e-mail at friendsofearlhamcemetery@yahoo.co.uk at any time to ask for the details we hold about you.
To Unsubscribe
You may ask us to delete these details at any time by sending a request by e-mail to friendsofearlhamcemetery@yahoo.co.uk.
Your Rights under GDPR
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 we hold about you;
- the right to request that we correct any personal data if it is found to be inaccurate or out of date;
- the right to request your personal data is erased where it is no longer necessary for us to retain it;
- 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 personal data, to request a restriction is placed on further processing;
- the right to lodge a complaint with the Information Commissioner’s Office.
To exercise all relevant rights, queries or complaints, in the first instance please contact our Secretary at friendsofearlhamcemetery@yahoo.co.uk or c/o 10 Stannard Road, Norwich, NR4 7JD.
The Information Commissioner’s Office can be contacted on 0303 123 1113, via email https://ico.org.uk/global/contact-us/email/ or by post at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.