ActForEaling Privacy Notice
This Privacy Notice sets out the ways in which we collect and use your personal data and explains what rights you have to access or change your personal data.
Contact Details
You can contact us to discuss any aspect of this Privacy Notice at the following address:
Name: ActForEaling
Address: c/o Ealing Hounslow Community Service Volunteers (EHCVS), West Ealing Library, Melbourne Ave, London W13 9BT
E-mail: contact@actforealing.org
Organisational Aims
ActForEaling is a community organisation which aims to promote and support activities in the borough of Ealing to restore nature, address climate change, and encourage sustainable practices. We collect and hold information in connection with these aims, as described in more detail below.
Generally, we aim to collect only the minimum of personal data that is necessary, and only store such data for as long as it is needed to meet our aims.
The type of personal information we collect
We currently collect and process the following information:
- Name and contact details
- Any other information that you have voluntarily exchanged with us, when contacting us by email, or via the telephone.
- Photographs of events, competition entrants, partner activities (used with consent).
How we obtain your personal information and why we have it
Most of the personal data we process is provided to us directly by you for, one or more of the following reasons:
Our Mailing List
To operate our mailing list we store name and email address information. We use “categories” to allow us to email different sections of our mailing list separately. We store no other information other than the first name, last name and email address of each subscriber.
Our mailing list is hosted by Mailchimp, who can be contacted at the Rocket Science Group, LLP 675 Ponce de Leon Ave NE, Suite 5000, Atlanta, GA 30308, USA, and who store the name and email address information of subscribers on their servers.
Subscribers can add themselves to our mailing list either via the automatic sign-up form provided by Mailchimp, which is available on our website, or by emailing us directly to ask that they be added.
At events, we may collect email addresses via a paper “sign-up” sheet. This sheet is completed by subscribers themselves and states the terms of use. E-mail addresses from sign-up sheets are entered onto the Mailchimp mailing list by a member of our steering group. All paper records are destroyed once data is entered onto the Mailchimp mailing list.
Subscribers to our Mailchimp mailing list can request to be unsubscribed at any time. An unsubscribe option is provided as part of every communication issued via the Mailchimp mailing list. Direct email requests to ActForEaling to be removed from our mailing list will be actioned as soon as possible, and within 2 weeks at the latest.
Mailing List names and email addresses will only be used by ActForEaling to inform subscribers of ActForEaling news, events and related relevant information. The information will never be passed to any other third party or organisation.
Our Website
You may provide us with your personal data, such as name and contact information, when you respond to posts on our website. Our website is hosted by WordPress, which is owned by Automattic Inc, of 60 29th Street #343 San Fransisco, CA, 94110, USA. Any data provided in this way is processed according to WordPress’ Privacy Policy available here: https://wordpress.com.about
When we advertise partner events on our website, we may publish personal data, such as the contact information of the event organiser. We only do this where we have obtained consent from the event organiser, or where the contact information has already been made available by the event organiser in advertising materials for the event.
We may collect contact information from you as part of events that we organise, such as competitions. This will be kept to the minimum extent necessary.
Photographs of images of people attending ActForEaling or partner events are used on the website with consent.
Our List of Partners
We maintain a contact list of names and associated contact information for partners and potential partners in Ealing who are engaged in activities that restore nature, address climate change, and encourage sustainable practices. This information is usually in the public domain already, or has been provided to us by the partner with the express purpose of allowing us to contact them.
The only information stored in the contact list is name, email address and telephone number information. The contact list is password protected and access is limited to Steering Group members via a shared workspace.
Deletion of Data
In the event of the Steering Group of ActForEaling deciding to dissolve the organisation, all data on our Mailchimp mailing list, Website and shared workspace will be deleted and the account closed. This will take place within the six months following notice of such intention to all subscribers and contacts.
Legal Basis
Under the UK General Data Protection Regulation (UK GDPR), the legal bases we rely on for holding and collecting your personal data information a) your consent, and b) our legitimate interest.
If you would to withdraw consent and request that we delete the information we hold about you, you can contact us at the contact details above.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
- 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, in certain circumstances.
- You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at ActForEaling, c/o Ealing Hounslow Community Service Volunteers (EHCVS), West Ealing Library, Melbourne Ave, London W13 9BT, contact@actforealing.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at: ActForEaling, c/o Ealing Hounslow Community Service Volunteers (EHCVS), West Ealing Library, Melbourne Ave, London W13 9BT, contact@actforealing.org.
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO’s address is:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk