Surrey Federation of Womens Institutes, a company limited by guarantee registered in England and Wales under number 02836301 which is also a charity registered with the Charity Commission for England and Wales under number 1026988, whose registered address is at 6 Paris, Parklands, Railton Road, Guildford, Surrey, GU2 9JX (the Charity) processes your Personal Data in accordance with the General Data Protection Regulation (the GDPR) and the information set out in this Subject Information Statement.
1. Background
1.1. The Charity is the federated organisation which is responsible for the operation and management of the WI in Surrey, its members are the individual WIs in Surrey and south-west London, its overall charitable purpose is the education of women.
1.2. The purpose of this Subject Information Statement is to provide information to individuals whose Personal Data are Processed by the Charity as speakers at WI meetings.
1.3. This statement applies to all individuals who have paid or otherwise agreed for their contact details to be included in the Charity’s Speaker Yearbook.
2. Purposes and Legal Basis
2.1. The Charity Processes your Personal Data and, where you have provided it, your Special Categories of Personal Data, for the following purposes:
2.1.1. reviewing and approving your application to be included in the Charity’s Yearbook as a speaker at WI events;
2.1.2. publishing your details in the Charity’s Yearbook to allow individual WIs to contact and book you to speak or demonstrate at WI events;
2.1.3. administration and archiving;
2.1.4. keeping you informed about the Charity’s activities;
2.1.5. Processing information relating to our promotional activity;
2.1.6. Processing any enquiries or complaints raised by you and responding to any communications from you;
2.1.7. managing any complaints made against you;
2.1.8. transferring to third parties with whom we provide the Yearbook;
2.1.9. providing references where requested by you and taking up references about you;
2.1.10. (if you explicitly consent) sending electronic marketing communications to you keeping you informed about the activities falling into any of the above categories.
2.2. The legal basis on which the above Processing takes place is:
2.2.1. it is necessary for the performance of the contract between us and you, that is your request to be included in the Charity’s Yearbook, our approval and your payment create the contract between us; or
2.2.2. the legitimate interests shared by the Charity and you as set out below.
2.3. The legitimate interests which permit the above Processing to take place are:
2.3.1. that the Processing is reasonable in relation to the activities to which it relates;
2.3.2. the Processing is such as you would reasonably expect to be undertaken by the Charity in respect of your links to the Charity;
2.3.3. that the Processing is necessary in respect of the activities that are undertaken and is in the interests of the Charity and certain third parties and does not limit your interests or fundamental freedoms guaranteed by the GDPR; and
2.3.4. that if you sought or we to terminate your contract with the Charity, we would still be required to retain information relating to the contract between us for at least seven years.
2.4. Please note that because of the contract and the application of legitimate interests, we do not need to obtain your consent to publish your Personal Data in the Yearbook. However, you may withdraw from the Yearbook at any time noting that your Personal Data cannot be removed until the next publication after your withdrawal.
3. Source
3.1. The Personal Data which is Processed by the Charity is provided:
3.1.1. directly by you; and
3.1.2. by third parties in the course of your becoming a supplier to the Charity (for example, references, credit checks).
4. Recipients
4.1. The Charity may transfer your Personal Data to the following organisations or category of organisations:
4.1.1. our members;
4.1.2. third parties that purchase the Yearbook; and
4.1.3. central and local government and their agencies.
5. International Transfers
5.1. It is the intention of the Charity that your Personal Data will remain within the UK, the countries forming the European Economic Area (the EEA) and countries where the European Union has decided that the country has adequate data protection laws in line with those in the European Union.
5.2. However, it is possible that someone overseas may purchase the Yearbook and have access to your Personal Data.
5.3. Other than the sale of the Yearbook, your Personal Data will only be transferred outside of the UK, the EEA or a country which has been declared as having adequate data protection laws where:
5.3.1. the transfer is necessary for the performance of any contract with you;
5.3.2. you have entered the information into our Website and the information has been transmitted from your server to our server using systems based outside of the EEA;
5.3.3. we have entered into an appropriate contract protecting your rights and freedoms, which is enforceable by you or the data protection authorities; or
5.3.4. we have obtained your explicit consent.
6. Storage
6.1. We will generally store the Personal Data that we hold in relation to you for the duration of our relationship with you and for seven years after that relationship ends.
6.2. Please note that we have no control over how Yearbooks purchased by third parties or provided to WIs are destroyed.
7. Your Rights
7.1. You have a right to obtain from the Charity conformation as to whether or not your Personal Data are being Processed and, if your Personal Data are being Processed by the Charity, to access the Personal Data and the specific information set out in Article 15 of the GDPR. To access your Personal Data please contact info@surreyfedwi.org.uk. Please note that we will not provide any Personal Data to you until you have provided evidence to us to establish your identity. This may include a copy of your passport or other identification document. We will only provide information to you at an address which we have verified as belonging to you.
7.2. You have a right to rectification of any inaccurate Personal Data which we Process about you, or where Personal Data is incomplete to have the information completed. To obtain rectification or completion, you will need to provide the correct information to the Charity. An explanation of why you believe the information is inaccurate or incomplete would also be of assistance.
7.3. Where certain grounds, as set out in Article 17(1) of the GDPR, apply, you will be entitled to have the Charity erase certain Personal Data relating to you. Where you wish to exercise your right of erasure, please contact info@surreyfedwi.org.uk setting out the grounds under which you would like the Personal Data the Charity holds about you erased.
7.4. Where certain grounds, as set out in Article 12(1) of the GDPR, apply, you will be entitled to have the Charity restrict the Processing of certain Personal Data relating to you. Where you wish to exercise your right to restrict Processing, please contact info@surreyfedwi.org.uk setting out the grounds under which you would like the Personal Data the Charity holds about you restricted.
7.5. In certain circumstances, where the legal basis of the Processing undertaken by the Charity is “consent”, you have a right to request the Charity transfers your Personal Data to a third party. If you wish to exercise your right to data portability, please contact info@surreyfedwi.org.uk.
8. Complaints
8.1. If you have any complaint about the Processing of your Personal Data undertaken by the Charity, please contact info@surreyfedwi.org.uk.
8.2. Please note that you have a right to lodge any complaint about the Processing of your Personal Data by the Charity by contacting the Information Commissioner’s Office.
8.3. The Charity is not required to have a data protection officer under the GDPR and one has not been appointed, therefore please address all communications in relation to Personal Data to info@surreyfedwi.org.uk.
9. Definitions
9.1. The following terms have the following meaning in this Statement:
9.1.1. Personal Data means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
9.1.2. Processing means any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
9.1.3. Special Categories of Personal Data means Personal Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
10. Contact
10.1. The Charity can be contacted:
10.1.1. in writing at SWFI, 6 Paris Parklands, Railton Road, Guildford, Surrey, GU2 9JX;
10.1.2. by email at info@surreyfedwi.org.uk; or
10.1.3. by telephone by calling 01483 233230.
11. Further Information
11.1. It is not intended that the Charity will undertaking any further Processing of your Personal Data other than that which is set out in this Statement. However, if this position does change, the Charity will provide you with further information.
11.2. This Statement was last updated on 24 September 2019.
