Reading Düsseldorf Association (RDA) is committed to protecting your personal information and being transparent about what information we hold about you.
The purpose of this policy is to give you a clear explanation about how RDA collects and uses the personal information you provide to us and that we collect, whether online, via telephone, email, in letters or in any other correspondence.
We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- What information RDA may collect about you
- How we will use that information
- Your choices regarding the information you provide to us; and
Who we are
RDA is a voluntary association that promotes the friendship between Reading in the UK and Düsseldorf in Germany.
RDA is a data controller under the General Data Protection Regulation (GDPR).
How we collect information from you
RDA may collect information in the following ways:
When you give us information directly
You may provide your details to us when you become a member, contact us via our website, email us on any of the addresses included on our website or take part in an RDA event.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, Twitter and Instagram, you may give us permission to access information from those accounts or services.
When we collect information when you are using our website
When you visit our website, information about your visit is recorded and stored. Like most websites, we use ‘cookies’ to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They are small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text boxes on forms.
In addition, the type of device you are using to access our website or apps and the settings on that device may provide us with information about your device, including what type of device it is, what specific device you have, what operating system you are using and what your device settings are. Your device manufacturer or operating system provider will have more details about what information your device makes available to us.
Data protection law recognises that certain categories of personal information are more sensitive. This is known as sensitive personal data and covers health information, race, religious beliefs and political opinions.
We do not store any sensitive personal data about you.
What personal information we collect
The type and quantity of information we collect and how we use it depends on why you are providing it.
We may collect some or all of the following information:
- Your name
- Your contact details (postal address, email address, phone number, mobile number)
- Your date of birth
- Your bank details (only if you make a standing order for membership fees)
- Your nationality
When we are reviewing and monitoring our website, wherever possible we use aggregated or anonymous information which does not identify individual visitors to our websites.
We do not hold data of people under 16 without express parental consent, and then only in specific circumstances (for example, when a member aged under 16 joins us).
How we use your personal information
We use your personal information for purposes including:
- For administrative purposes
- To respond to your query or complaint
- To maintain our organisational records and to ensure that we have your most up-to-date contact details
- To help us improve our services or information provision
- To analyse and improve the operation of our website
- To analyse the way that you use our website and to improve the way it operates
Who we share your personal data with
We never sell or share personal details to third parties for the purposes of their own marketing.
We may be legally required to disclose your details if required to by the police or for regulatory reasons.
We will only ever share your data in other circumstances if we have your consent to do so.
When we send you promotional emails, we include information on how to opt out.
Although in many cases we will seek consent to process your personal data, in some instances we may process your information without consent when we are legally allowed to do so. This will only be where it is in our legitimate interests to do so and where we are confident that such processing is not likely to prejudice your legitimate interests or rights or freedoms.
Where we are processing your personal data on the basis of consent that you have given us, you are entitled to withdraw that consent at any time so that we can no longer rely on it as a basis for continuing to process your personal information.
If you do not want to hear from us, that’s fine. Just let us know when you provide your data, or contact us at any time on email@example.com. You can also opt out of our promotional email communications at any time by clicking the ‘unsubscribe’ link at the end of our promotional emails.
We will not use your personal information for promotional emailing purposes if you have indicated that you do not wish to be contacted by us for such purposes. However, we will retain your details on a suppression list to help ensure that we do not contact you in the future.
Postal promotional materials
If you have provided us with your postal address we may send you information by post unless you have told us that you would prefer not to receive information in this way.
Protecting your data
Data security and protection of your personal information is very important to us. We take care in the selection and implementation of appropriate security.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
RDA will retain your data for a reasonable period.
Keeping your information up to date
We’d really appreciate it if you let us know if your contact details change. To do so, please contact firstname.lastname@example.org.
How long we keep your information for
We will hold your personal information on our systems for as long as it is reasonably necessary for the relevant activity. For example, we will keep a record of any donations you have made for at least six years, because HMRC may ask us to produce this information for tax purposes.
If you ask us to stop sending you promotional materials, we will keep a record of your contact details and appropriate information to enable us to comply with your request to not be contacted by us.
Your rights to your personal information
Under the General Data Protection Regulation, which becomes law in the UK in May 2018, you are also granted a number of rights. These include:
- The right to rectification
- The right to erasure
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling
For more information on these rights, please read the relevant guidance issued by the Information Commissioner’s Office (ICO).
If you would like to make a complaint about how we process your personal data, please contact Andrew Taylor, our data protection officer, via email@example.com.
If you are not happy with how your complaint is dealt with you should contact the ICO. Alternatively, you are entitled to make a complaint to the ICO without first referring your complaint to us.