HPHA Website Privacy Notice

Updated 22nd May, 2018

site identity

Hythe Pier Heritage Association (HPHA) as the data controller is committed to protecting your privacy and complying with the General Data Protection Regulations (GDPR).


This statement sets out the basis by which we collect and process the personal data of anyone who provides data through our website and your rights in respect of your personal data. Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).


This website is not intended for children and we do not knowingly collect data relating to children.


HPHA collects and processes personal data on individuals who are donors, members, volunteers and those who wish to be informed on HPHA's activities. This is collected via our website, emails, calling or writing to us or in person. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.


What information do we collect?

We may collect the following types of personal data:

  • your name, address, email address and telephone number and other contact information that allow us to meet our organisational and statutory obligations to you
  • Financial and transactional data including bank account and payment card details if you are making a donation to us
  • Marketing and communications data including your preferences in receiving marketing and updates on our activities from us and your communication preferences

We collect personal data for registering for membership, making donations, volunteering or requesting information on HPHA activities. You can give us your personal data by filling in forms on our website or paper forms or by corresponding with us by phone or email, by joining as a member/volunteer or by making a donation.


Volunteers

If you're a volunteer then we may collect extra information about you (e.g. details of emergency contacts). This information will be retained for legal or contractual reasons, to protect us (including in the event of an insurance or legal claim) and for safeguarding purposes.


We may also collect the following data:

Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform and if you access our website via your mobile device we will collect your unique phone identifier.


Information about your visit, including, but not limited to the full Uniform Resource Locators (URL) and query string, clickstream to, through and from our website (including date and time), what you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as but not limited to, scrolling, clicks, and mouse-overs), methods used to browse away from the page.


The terms that you use to search our website

Your activities and involvement with us will result in personal data being created. This could include details of how you've helped us by volunteering or being involved with our campaigns and activities. If you decide to donate to us then we'll keep records of when and how much you give.


What if you do not provide personal data?

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to help you further.


The purpose for processing the data:

We may use your personal data in the following ways:

  • Provide updates on HPHA activities
  • Marketing communications
  • Contact you to ask to volunteer for an event or activity
  • Contact you regarding a donation you have made
  • Contact you regarding your membership
  • Respond to requests from you
  • We use the personal data you provide as a member to service your membership. This includes sending renewal information to annual members by mail and email, sending updates on our activities and information about our Annual General Meeting
  • If you make a donation, we'll use any personal information you give us to record the nature and amount of your gift, claim gift aid where you've told us you're eligible and thank you for your gift
  • If you tell us you want to fundraise to support our cause, we'll use the personal information you give us to record your plans and contact you to support your fundraising efforts

The legal basis of processing your data

The legal basis for processing your information is where:-

  • You have given consent i.e. to send you information and updates via post, phone, text or email. Where we use your information for a purpose based on consent, you have the right to withdraw consent for any future use of your information for this purpose at any time
  • There is a vital interest i.e. if there were to be an emergency impacting individuals at one of our events/activities, which required us to contact people unexpectedly or share their information with emergency services
  • There is a legitimate interest to use personal information to administer, review and keep an internal record of the individuals who interact with HPHA, including volunteers, members and donors
  • you have entered into a contract with us i.e. if you are applying to volunteer with us

If you no longer want us to process your personal details you can ask us to stop at any time by contacting us via the address as the bottom of this page.


Sharing of your Data

We will not share information about you to anyone outside the organisation without your consent unless the law allows us to.


We do not transfer any personal data outside of the European Economic Area.


Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.


Storing Personal Data

The security of your Personal Data is very important to us. We will adopt physical, technical and organisational measures to ensure the security of Personal Data. This includes the prevention of loss or damage, unauthorised alteration, access or processing and other risks to which it may be exposed by virtue of human action or the physical or natural environment.


Changes to the privacy notice

This notice will be updated from time to time to reflect both the latest data protection laws and how we use and process your data.


Your Rights

You have the following rights in relation to your personal data:

  • Request access to your personal data
  • Request correction of your personal data
  • Request erasure of your personal data
  • Object to processing of your personal data
  • Request restriction of processing your personal data
  • Request transfer of your personal data
  • Right to withdraw consent

If you wish to exercise any of the rights set out above, please contact us;

Email: GDPR@HythePierHA.org.uk
Telephone: 023 8098 6480
Postal Address: The Grove, 25 St. John's Street, Hythe, Hampshire SO45 6BZ


For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.


You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may refuse to comply with your request if your request is clearly unfounded, repetitive or excessive.


Cookies and links to third party websites

Cookies

Cookies are small text files stored on your computer when you visit certain websites. We use first party cookies (cookies that we have set, that can only be read by our website) to personalise your online experience. We also use third party cookies (cookies that are set by an organisation other than the owner of the website) for the purposes of website measurement and targeted advertising. You can control the use of cookies via your browser. Further information can be found in the HPHA cookie policy.


Links to other websites

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we don't accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. This privacy policy applies solely to the personal data collected by HPHA.