Privacy Policy

Billericay Round Table 594 Privacy Policy

Updated 30^th June 2022 by Kyle McGill

Privacy Policy

We will treat all your Personal Information as confidential (although we reserve the right to disclose this information in the circumstances set out below). We will keep it on a secure server and we will fully comply with all applicable UK Data Protection and consumer legislation from time to time in place.

When you purchase tickets on this Website, make a donation, complete a contact form or otherwise send us a request for our support, we will ask you to input and will collect Personal Information from you. We confirm that any Personal Information which you provide to us and any User Information from which we can identify you, is held in accordance with the Data Commissioner’s Office. We use your information only for the following purposes:

• Processing your orders;
• Updating and enhancing membership records and those of other related Round Table activities;
• To enable submission and review of requests for our support;
• To enable processing of donations we receive and reclaim of related Gift Aid;
• For statistical or survey purposes to improve this Website and its services to you;
• To serve website content;
• To administer this website;

You agree that you do not object to us contacting you for any of the above purposes whether by telephone, e-mail or in writing and you confirm that you do not and will not consider any of the above as being a breach of any of your rights under the Privacy and Electronic Communications (EC Directive) Regulations 2003.

You should be aware that if we are requested by the police or any other regulatory or government authority investigating suspected illegal activities to provide your Personal Information and /or User Information, we are entitled do so.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will apply our normal procedures and comply with legal requirements to protect your information, we cannot guarantee the security of your information transmitted to the Website and any transmission is at your own risk. If you suspect any misuse or loss of or unauthorised access to your personal information, please let us know immediately by using the Contact Us form or emailing us at info@billericayroundtable.co.uk.

Marketing

We will not contact you for marketing purposes or release your Personal Information to any organisation outside of Billericay Round Table for mailing or marketing purposes without your consent.

Sharing your information with third parties

We will share your information primarily to facilitate the order management, payment and delivery processes. We may share your information with any of the following groups:

• our payment providers when you make a purchase or donation on this Website. Our payment processor, PayPal, operates secure servers to process your payment details. They encrypt your credit or debit card information and authorise payment directly. This means that your credit card or debit card details are never revealed to us. To understand how our payment processor uses your information, we recommend that you read their privacy policy.
• For our other providers that we may use from time to time, we have ensured that they have a Privacy Policy in place and that it does not conflict with the agreements set out above. We recommend that you review their documents in advanced of using their services.
• third party outsourced IT providers where we have an appropriate data processing agreement (or similar protections) in place;
• if we have to share your information to comply with legal or regulatory requirements

Where we store your information

Your personal information may be transferred outside of the European Economic Area (EEA) to the third parties described in Sharing Information with third parties. We want to make sure that your personal information is stored and transferred in a way which is secure. We will therefore only transfer data outside of the EEA where it is compliant with data protection legislation and the means of transfer provides adequate safeguards in relation to your data, for example:

• by transferring your data to an entity which has signed up to the EU-U.S. Privacy Shield Framework for the transfer of personal information from entities within the EU to entities in the United States of America or any equivalent agreement in respect of other jurisdictions;
• by transferring your data to a country where there has been a finding of adequacy by the European Commission in respect of that country’s levels of data protection via its legislation; or
• where you have consented to the transfer.

External links

The Website may from time to time contain links to and from other websites. If you follow a link to any of those sites, please note that those sites ought to have their own privacy policies and that we do not accept any responsibility or liability for those sites or for their privacy policies. Please check those privacy policies before you submit your information to those sites.

Examples of personal information that we may collect include

• Name
• Date of birth
• Gender
• Home address
• Email address
• Phone number
• IP address

Those that have access to the files and your information will only access it for legitimate business concerns. The roles of those persons are typically the Secretary and treasurer, as well as other key officers who have been voted to a role where they may need to access your information.

All of your information is kept securely via an online platform and only those who need access have the details and credentials to access such information.

To contact the Data protection officer

Please email Secretary@billericayroundtable.co.uk and the officer will be in touch with you.

Your rights to your data are detailed in the ICO guide as follows (Accessed on 30/06/2022)

Do note, we will aim to retrieve your data as soon as possible, but most certainly within one month of confirming receipt of your request to access information.

We will not charge a fee for you to access your data.

You have the right to erasure of the data and please contact the data protection officer to request this.

Other

Your data will be retained in accordance with the Data Protection act 1998, unless there is no legitimate need for the information where it will be destroyed sooner.

We do not profile our members or those who contact us; however, Billericay Round Table and the wider Roundtable association are an organisation for young men ages 18-45. We are pleased to work with our sister organisation ‘Ladies Circle’ who have similar objectives and are a women’s only club. Therefore, we may need to understand your gender identity as part of our data gathering.