Privacy Policy
Durham City Freemen
Data Protection/Privacy Policy
Personal Data Privacy Policy
Who we are.
We are Durham City Freemen (the “Freemen”). We can be contacted via the Secretary to the Freemen Tel: 07919996551 or email:secretary@durhamcityfreemen.org.
About this Personal Data Privacy Policy
This Personal Data Privacy Policy explains the types of personal data we collect, how we use it and how we keep it secure and your rights in relation to it.
- We may collect, use and store your personal data as described in this Personal Data Privacy Policy and/or as described when we collect personal data from you.
- We reserve the right to amend this Personal Data Privacy Policy from time to time without prior notice. You are advised to check our website www.durhamcityfreemen.org.uk regularly for any amendments or contact the Secretary whose contact details are set out above for a current copy. Amendments will not be made retrospectively.
- We will always comply with the UK General Data Protection Regulation (the “UK GDPR”) when dealing with your personal data. Further details on the UK GDPR can be found on the Information Commissioner’s website (www.ico.gov.uk).
- For the purposes of the UK GDPR, we will be the ‘controller’ of all personal data we hold about you.
What personal data we collect and why.
| Type of personal data | Freemen’s contact details e.g. name, address, telephone number(s) and Email address(es). Date of Birth. Date of admission as a Freeman. Reason for admission as a Freeman e.g. Patrimony, Servitude or Customary. Position in the Freemen e.g. Warden, Deputy Warden and other Officials. |
| Purpose | Managing the membership of the Freemen. For use on the Freemen’s website and in the Year Book and any other publications that may be issued from time to time. |
| Legal Basis for Processing | For the legitimate interests of the Freemen in operating the Freemen. |
| Type of personal data | Photographs and videos of the Freemen. |
| Purposes | For use on the Freemen’s website and social media, in the Yearbook and in any other publications that may be issued from time to time and in press releases. |
| Legal Basis for Processing | For the legitimate interests of the Freemen in operating and promoting the Freemen. |
| Type of personal data | Details of family history and/or work/apprenticeship details, as appropriate. |
| Purposes | Managing the membership of the Freemen. |
| Legal Basis for Processing | For the legitimate interests of the Freemen in order to confirm whether a candidate meets the criteria for admission to the Freemen. |
| Type of information | Name and photograph of each Trustee. |
| Purposes | For use on the Freemen’s website and in the Yearbook and any other publications that may be issued from time to time and in press releases. |
| Legal Basis for Processing | For the legitimate interests of the Freemen in operating and promoting the Freemen. |
| Type of personal data | Photographs of members of the public, award winners (family and friends) and individuals who receive donations from or on behalf of the Freemen |
| Purpose | For use on the Freemen’s website and social media, in the Yearbook and in any other publications that may be issued from time to time and in press releases. |
| Legal basis | For the legitimate interests of the Freemen in operating and promoting the Freemen. |
| Type of personal data | Contact details of Nominee e.g. name, address, telephone number(s) and Email address(es). Discipline of Nominee. Contact Details of Proposer e.g. name, address, telephone number(s) and Email address(es). Company or Organisation of Proposer. Contact Details of Trainer or Proposal Supporter e.g. name, address, telephone number(s) and Email address(es). Learning Provider Name of Trainer of Proposal Supporter. Details of why the Nominee has been nominated or supported. |
| Purpose | To assess and make awards to Nominees under the Freemen’s Apprentice Award Scheme. |
| Legal basis | For the legitimate interests of the Freemen in the management and operation of the Freemen’s Apprentice Award Scheme. |
How we protect your personal data
- We will not transfer your personal data outside of the UK unless that transfer is either to a country in respect of which the UK has made an adequacy decision or there are appropriate safeguards in place to protect that personal data, including at least one of the safeguards required by data protection law. Otherwise, we will not transfer your personal data to a third party outside of the UK unless you have confirmed that you are happy for us to do so.
- We have established generally accepted standards of technology and operational security to protect personal data from loss, misuse or unauthorised alteration or destruction.
- Please note however that where you are transmitting information to us over the internet this can never be 100% secure.
- We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who has access to the information you provide us?
- We will never sell your personal data.
- We will share with Durham County Council your name, the date on which you were accepted as a Freeman and the company to which you were elected because Durham County Council is required to maintain that information under the Durham City Council Act 1985.
- We will not share your personal data with any other third parties without your prior consent (which you are free to withhold) except where it is necessary to do so for one or more of the purposes set out above orwe are required to do so by law.
- We may pass your personal data to third parties who are service providers, agents and/or subcontractors to us (our processors) for the purposes of completing tasks and providing services to you or on our behalf (e.g. to print the Year Book and/or newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Freemen. However, we disclose only personal data that is necessary for the processor to deliver the service and we have a contract in place that requires the processor to keep the personal data secure and not to use it for the processor’s own purposes. It is possible that our processors may themselves engage others (sub-processors) to process your personal data. Where this is the case, the processor concerned will be required to have contractual arrangements in place with the sub-processor that ensure your personal data is kept secure and is not used for the sub-processor’s own purposes.
How long do we keep your information?
We will hold your personal data on our systems for as long as you are a Freeman and for as long afterwards as it is in our legitimate interest to do so or as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form to be able to comply with future legal obligations and the establishment or defence of legal claims.
Your rights
Subject to certain conditions, you have the right under the UK GDPR to:
- Access your personal data.
- Be provided with information about how we process your personal data.
- Have your personal data rectified or erased.
- Object to our processing of your personal data.
- The portability of your personal data e.g. to receive that information in a “machine-readable format” by having it transferred to yourself or to another organisation.
You have the right to complain to the Information Commissioner’s Office about how we process your personal data. You may do so by clicking on the “Make a complaint” button on the Information Commissioner’s website at https://ico.org.uk or by writing to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
For more details, please address any questions to the Secretary of the Freemen using the contact details set out above.
