Privacy. We take it seriously.
Introduction
We are committed to protecting the privacy of our members and supporters and we take this responsibility very seriously. We therefore take care to safeguard all the data that we hold. Our Data Protection Policy outlines what data we collect, how we may use it, and how we protect your data and your rights. In order to operate, Birmingham Humanists needs to gather, store and use certain forms of information about individuals.
These include members and those who have expressed an interest in the activities of the group. This policy explains how this data should be collected, stored and used in order to meet Birmingham Humanists’ data protection standards and comply with the law.
Roles and responsibilities
Everyone who has access to data as part of Birmingham Humanists has a responsibility to ensure that they adhere to this policy.
Data controller
The Data Controller for Birmingham Humanists is the Secretary. They, together with the other members of the committee, are responsible for deciding about the purposes and methods of data collection, and how the data will be used. Any questions relating to the collection or use of data should be directed to the Data Controller.
What does this policy do?
This policy ensures that Birmingham Humanists:
• protects the rights of its members and those interested in its activities
• complies with data protection law and follows good practice
• protects the group from the risks of a data breach.
The policy applies to all those handling data on behalf of Birmingham Humanists.
This policy applies to all data that we hold relating to individuals, including:
• names
• email addresses
• postal addresses
• phone numbers
• any other personal information held (financial, for example).
Data protection principles
We fairly and lawfully process personal data.
Birmingham Humanists will only collect data where it is lawful and necessary for the legitimate purposes of the group.
• A member’s name and contact details will be collected when they first join the group, and will be used to contact them regarding group membership administration, the activities of the group and the activities, campaigns and publications of other groups (such as Humanists UK) and individuals which Birmingham Humanists committee considers may be of interest to its members. Other data may also be collected from members in relation to their membership, including on their payment history of subscriptions.
• The names and contact details of committee members will be collected when they take up a position, and will be used to contact them regarding group administration related to their role.
• An individual’s name and contact details will be collected when they make a booking for an event. This will be used to contact them about their booking and to allow them entry to the event.
• An individual’s name and contact details may be collected at any time (including at an event), with their consent, in order for Birmingham Humanists to communicate with them about the activities of the group.
We only collect and use personal data for specified and lawful purposes.
• When collecting data, Birmingham Humanists will always explain to the subject why the data is required and what it will be used for – for example: ‘If you are not a member and would like us to send you information about our future activities, please provide your email address. Because of new data protection legislation, we need your permission to include you on our mailing list.’
• Birmingham Humanists will never use data for any purpose other than that stated or that can be considered reasonably to be related to it. For example, the group will never pass on personal data to 3rd parties without the explicit consent of the subject.
We ensure that any data collected is relevant and not excessive.
Birmingham Humanists will not collect or store more data than the minimum information required for its intended purpose.
We ensure that data is accurate and up-to-date.
Birmingham Humanists will ask members to check and update their data each time they renew their subscription. Members will be able to update their data at any point by contacting the Membership Secretary.
We ensure that data is not kept any longer than necessary.
Birmingham Humanists will keep its members’ contact details for no longer than 6 months after membership has lapsed.
We process data in accordance with individuals’ rights.
The following requests can be made in writing to the Data Controller:
• Members and those on our mailing list can request to see any data stored about them. Any such request will be actioned within 14 days of the request being made.
• Members and those on our mailing list can request that any inaccurate data held on them is updated. Any such request will be actioned within 14 days of the request being made.
• Members and those on our mailing list can request that we stop sending them communications. Any such request will be actioned within 14 days of the request being made.
• If a member or anyone on our mailing list has any complaints or feels that we have not fulfilled our data protection policy in some way, they should write to the Data Controller at birminghamhumanists@gmail.com.
We keep personal data secure.
Birmingham Humanists will ensure that data held by us is kept secure.
• Electronically held data will be held within a password-protected and secure environment.
• Physically held data (such as membership forms or email sign-up sheets) will be stored securely.
• Access to data will only be given to relevant committee members where it is clearly necessary for the running of the group. The Data Controller will decide in what situations this is applicable.
• In all group emails, the recipients’ email addresses will be ‘blind copied’.
Member to member contact
We share members’ data with other members only with the subject’s prior consent.
If a member wishes to contact another member of the group, they should send their communication to the Data Controller or Membership Secretary, who will forward it to the other member for their consideration.
Promoting the group
Birmingham Humanists will regularly collect email addresses from people interested in the activities of the group in order to keep them updated about future events, send them newsletters and encourage them to support the group.
Whenever data is collected for this purpose, we will provide a clear and specific explanation of what the data will be used for and a method for people to show their active consent (for example, we will ask people to sign a statement saying: ‘I give permission for my data to be held and maintained on a computer for the sole purpose of Birmingham Humanists correspondence, communication and administration.’)
Data collected will only ever be used in the way described and consented to.
Every email to non-members will contain a method through which a recipient can withdraw their consent (for example, through an ‘unsubscribe’ link). Opt-out requests such as this will be processed within 14 days.
Further privacy guidelines
Photography
We sometimes take photographs at our events and these may be used in our newsletters and on the website. If you do not wish your photograph to be used, please let us know and we will be happy to respect your wishes.
Cookies
A cookie is a small text file that is downloaded on to a ‘client’ (such as a computer or smartphone) when the user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions.
Birmingham Humanists uses cookies on our website www.birminghamhumanists.org.uk in order to monitor and record the activity of those using the site. This allows us to improve users’ experience of our website by giving us useful insight into how users as a whole are engaging with the website.
There is a pop-up box on www.birminghamhumanists.org.uk that activates each new time a user visits the website. This allows them to click to consent (or not) to continuing with cookies enabled, or to ignore the message and continue browsing (that is, give their implied consent).
We try to limit the use of cookies as much as possible so we aren’t invading your privacy as we think that it’s important.