Privacy Policy

PRIVACY NOTICE FOR SAFFRON WALDEN ROUND TABLE

This privacy notice sets out our privacy policy.

1) Why we collect and process your personal data
We collect and process personal data for the purposes of the charitable aims of Saffron Walden Round
Table and for the organisation of our events throughout the year. Depending on the data that is
processed the legal basis is either legitimate interest or consent – this is outlined below.

2) Categories of data that we may collect and process;
a) Members
The personal data that we may collect and process includes:
• Your name, contact details and personal identifiers (such as date of birth).
This is processed under legitimate interest to fulfill the obligations to the National Association of
Round Tables Great Britain and Ireland for registering our members as set out in the constitution
and policies. It also allows the National Association, and those performing tasks on behalf of the
National Association, to contact you for the same obligations. You may also consent to this data
being displayed within the private area of the members website to facilitate communication
between members.
Your contact details may also be used to provide newsletters, information on member benefits
and other communications from time to time regarding events and marketing. You have the right
to opt out of these communications.
Data on members will be deleted 24 months after they leave the table. Names of past Chairmen of
Saffron Walden Round Table may be on name bars on the chains of office – which are retained by
Saffron Walden Round Table. You have the right to request that your name is removed from these items
by contacting us.
b) Prospective Members
The personal data that we may collect and process includes:
• Your name, contact details and personal identifiers (such as date of birth).
This is processed under consent as you have submitted an enquiry about becoming a member of
Round Table.
c) Contact details for other charities
The personal data that we may collect and process includes:
• Your name, contact details alongside those of the charity that you represent and their bank
details
This is processed under legitimate interest, as the charity that you are associated with has
a legitimate interest in the income derived from helping out with Round Table activities in
the future.
d) Members of the Public
The personal data that we may collect and process includes:
• Your name, contact details and other information such as bank accounts (E.g for successful
donation requests) or personal circumstances.
This is processed under consent as you have submitted an enquiry to us either as a request for
funding or other information.

3) How we hold and share your personal data
We process your personal data in strict confidence. We keep your personal data securely in electronic
systems.
In the course of processing your personal data we may share it as below:
• Members of staff employed by the National Association for the reasons outlined above.
• The occupants of certain positions within the structure of the National Association – for example
Regional Representatives, Area Chairmen for the reasons outlined above. Though this transfer
will usually be done by the National Association using the data we have provided to them. Where
data is transferred to these role holders it will only be for the purposes outlined within this
document, and the data will be stored securely and deleted once the intended purposes have
been completed.
• Third party organisations providing services on our behalf – for example mailing houses, bulk
email service providers and similar. Data will not be shared with these companies without a
similar policy being in place to protect your data.

4) Your rights
You have legal rights in respect of the personal data we hold about you. The Information
Commissioner’s Office (ICO) has published guidance on the full range of rights (https://ico.org.uk/fororganisations/
guide-to-the-general-data-protection-regulation-gdpr/individual-rights/). The rights that
are most relevant to the way in which we use your personal data include:
• The right to be informed about how we use personal data – this privacy notice gives that
information.
• The right to object – if you object to us processing your data for marketing purposes, we will
then stop doing so, unless we are processing the data in respect of a legal claim or can otherwise
show that our legitimate interest in processing the data overrides your rights and interests.
• The right of access – if you ask us for the personal data we hold about you we will provide it free
of charge (unless we have already provided it to you, in which case we may have to charge you
the administrative cost of providing it again).
• The right to rectification – if you ask us to correct personal data about you that is inaccurate or
incomplete, we will do so.
• The right to erasure – also known as the ‘right to be forgotten’. If you ask us to delete your
personal data, we will do so if there is no compelling reason to continue processing the data. We
will not usually delete data where we have a duty to keep accurate records – for example, to
comply with a legal obligation, or in connection with a legal claim. If you ask us to delete such
data we will discuss this with you.

5) Contacting us and the ICO about your personal data
Please speak to us first if you have any questions or concerns about the way in which we process
personal data. You can contact us via email (secretary@swrt.org) or in writing to Saffron Walden Round
Table c\o Unit 2, Elizabeth Close, Saffron Walden, CB10 2NL.

You have the right to complain to the ICO if you have a concern about our handling of your personal
data which you do not think we can resolve. You can contact the ICO via https://ico.org.uk/concerns/