The Banbury and District Twinning Association Privacy Policy
1. The Banbury and District Twinning Association Privacy Policy
This privacy policy sets out how the Banbury and District Twinning Association uses and protects any information that you give Banbury and District Twinning Association.
The Banbury and District Twinning Association is committed to ensuring that your privacy is protected in accordance with the law. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy policy.
The Banbury and District Twinning Association may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st December 2024.
2. What we collect
We may collect the following information for the purposes of administering the Association, publicising our activities and communicating with our members:
- name and job title;
- contact information including postal address, telephone numbers, social media identifiers and email addresses;
- demographic information such as postcode, preferences and interests;
- Date of birth or adoption information;
- Sex.
In addition, we may collect information for and in connection with organising trips to our twin towns of Hennef and Ermont, other travel, member communications with people in other countries and exchanges between citizens based in Banbury and our twin towns. For these purposes we may collect:
- All the information mentioned above and also,
- Photographs;
- Copies of passports or other official documents or photo ID;
- Marital status;
- Next of kin or emergency contact details;
- Education history (e.g. skills and qualifications);
- Training history and development needs;
- CCTV footage or other audio or video recordings;
- Records of trips to twin towns and
- Travel, itinerary and ticketing information.
3. What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Communication between officers of the Assocation by email;
- Communication between members of the Association’s committees;
- Internal record keeping;
- Liaison, cooperation and contact with other local twinning associations both in our twin towns and elsewhere;
- Liaison, cooperation and contact with other voluntary sector organisations and charities (including sports clubs);
- Liaison, cooperation and contact with local, regional and national governments;
- Liaison, cooperation and contact with local and national businesses, trade associations and professional bodies;
- Publicity and public information about our activities and trips and for the Association generally, including all forms of media whether traditional, modern or electronic. Without limitation, this shall include broadcast television, broadcast radio, newspapers and other periodcals, social media, content on the internet, websites, podcasts and other electronic media generally.
- Renewal and administration of memberships.
- We may use the information to improve our services
- We may periodically send promotional emails or other communications, about administrative matters or about new activities or other information which we think you may find interesting using the email address and other contact details which you have provided.
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customize the website according to your interests.
4. Security
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
5. How we use cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyze web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyze data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.6. Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.7. Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:- whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
- if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at info@banburytwinning.org.uk
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to The Banbury and District Twinning Association, c/o57 Winchelsea Close, Banbury, Oxfordshire, OX16 1XS.
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
8. Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website (www.ico.org.uk).Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
- Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
- Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.
If you make a request, we must respond to you without undue delay and in any event within one month. You can make such a request by email to info@banburytwinning.org.uk
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
9. Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information as part of member recruitment, administration and management are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Administering a small voluntary organization; and
- Carrying out the activities of and organised by that small voluntary organization.
Our lawful bases for collecting or using personal information as part of managing member health and wellbeing are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- Administration of trips to our twin towns.
10. Where we get personal information from
We collect your information from the following places:
- Directly from you;
- Where appropriate and necessary, from schools, colleges, universities or other education organisations;
- Public sources (e.g. websites);
- Official documents;
- From organisations with which we collaborate, including other twinning associations, voluntary sector organisations, charities, local, regional and national governments, trade associations, professional bodies and private businesses;
- CCTV footage or other audio or video recordings; and
- Photographs.
11. How long we keep information:-
- As long as needed but in any event no longer than three years.