Data Protection and Privacy

This privacy notice explains how we use your personal information and your rights regarding that information

This summary of our Privacy Policy applies to information we (The English Association) collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it. If you have any comments or questions about this notice, feel free to contact the Data Protection Officer at engassoc@le.ac.uk.

The EA is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all applicable laws concerning the protection of personal information, including the currently applicable Data Protection Act (DPA) and Privacy and Electronic Communications Regulations (PECR).

If you would like to see our full Privacy Policy and Data Retention Policy please contact the Data Protection Officer at engassoc@le.ac.uk.

Download the Summary of the Privacy Policy

Please note that:

  • “Personal Data” means any information relating to an identified or identifiable person
  • We process this data on the basis of a specified legal basis
  • By using our website, you’re agreeing to be bound by this Policy
  • We may change this Policy sometimes so please check this page occasionally to ensure that you’re happy with any changes.

Personal data that we process

The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

Who you are

The action you’re taking

The data we collect

Why we collect these data (legal basis)

Enquirer

Enquiring about our organisation and its work; enquiring about membership

Name, email, message

Legitimate interests - it is necessary for us to read and store your message so that we can respond in the way that you would expect.

Subscriber

Subscribing to email updates about our work

Name, email

Consent - you have given your active consent.

 

Completing a survey

Opinions

Legitimate interests - Your insight will help the Association to provide useful, relevant and impactful resources, events, and publications that respond directly to your priorities and experiences.

Event attendee

Booking on an event

Name, email, address, payment information, access/dietary requirements

Legitimate interests - this information is necessary for us to fulfil your intention to pay for attendance and your expectation of attending an event.

Member

Signing up as a member

Name, email, payment information

Contract - by paying your membership fees you have entered into a contractual relationship with us. We fulfil the contract by using your data to send your publications and membership updates to you.

Year’s Work contributor

Signing up as a contributor to the Year’s Work publications

Name, email, payment information

Contract – this information is necessary for us to fulfil your expectation of being paid for your contribution, as per the contributor Agreement.

Visitor to our website

Looking at our website

Website activity collected through cookies (e.g. IP address)

Legitimate interests - it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process.

Employee

Joining the Association as a staff member

The Association is hosted by the University of Leicester, and as such we comply with their Employment Information Privacy Notice: https://www2.le.ac.uk/legal/privacy/staff

Committee member

Attending a committee meeting as a member

Name, email, opinions

Your attendance at committee meetings and discussions had at meetings will be recorded in the minutes. See the Meeting Privacy Policy for more information.

Trustee

Joining the Board of Trustees

Various

We are required to share some of your personal information with the Charity Commission. You can find their Charity Details Privacy notice here https://www.gov.uk/government/publications/update-charity-details-privacy-notice/update-charity-details-privacy-notice

 

How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.

For example, we may use your personal information to:

●     reply to enquiries you send to us;

●     handle donations or other transactions that you initiate;

●     where you have specifically agreed to this, send you communications by email relating to our work which we think may be of interest to you (for example, upcoming Association events and publications).

 

When we share your data

We will only pass your data to third parties in the following circumstances:

●     you have provided your explicit consent for us to pass data to a named third party;

●     we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors; or

●     we are required by law to share your data.

In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

 

How long we keep your data

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.

Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.

See also: Data Retention Policy

 

Rights you have over your data

You have a range of rights over your data, which include the following:

●     Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).

●     You have the right to ask for rectification and/or deletion of your information.

●     You have the right of access to your information.

●     You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.

A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.

 

Cookies & usage tracking

A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.

Where cookies are used to collect personal data, we list these purposes above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose.  Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users' computers. The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google's privacy policy is available at http://www.google.com/privacypolicy.html.

 

Modifications

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we'll notify people whose personal data we hold and is affected.

How to complain to the Information Commissioner's Office

The Information Commissioner can be contacted on:

Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.

Tel: 0303 123 1113.

Email contact can be made by accessing www.ico.org.uk

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