Friends of Evington – Data Protection Policy

Data Protection, Privacy & Communications Policy

Ratified Yes
Status Agreed by Trustees
Approved By Trustees Yes
Consultation With trustees and members
Equality Impact Assessment Completed No
Distribution  Available to view on the Evington Echo website
Implementation Date  2014
Planned Review Date  To be decided
Version 1.0
Author Helen Pettman (Previously Secretary and now Chair of Friends of Evington)
Friends of Evington’s Safeguarding officer:  None agreed
Policy Validity Statement Policy users should ensure that they are consulting the currently valid version of the documentation. This document will be reviewed one year from its issue date.

Background to Friends of Evington;

Friends of Evington’s intentions are:

  1. To promote for the benefit of the public the conservation protection and improvement of the physical and natural environment in the Evington suburb of Leicester and the surrounding area.
  2. To promote for the benefit of the inhabitants of Evington and the surrounding area the provision of facilities for recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship of social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the conditions of life of the said inhabitants.

Service, Projects and Activities:

The Friends of Evington supports all services, projects and activities that meet our charitable objectives, as above, through offering publicity in our magazine. Our projects include:  The Evington Echo.    Evington in Bloom.  Evington House Yoga,  Evington Bicycle Club and Evington History and Heritage meetings and events.

Purpose of the Policy:

The purpose of this policy is to ensure that members’ and volunteers’ privacy is protected and every reasonable effort is taken to ensure members’ information is kept secure and intact.

This policy describes how we collect and use personal information about our members and also how and why we use data, how we store it and how individual personal preferences can be amended.

General Data Protection Regulation (GDPR) provides the legal framework that defines how personal information can be used. FOE is fully committed to complying with the principles set out in GDPR and has a legal duty to protect any information we collect from you.

Please read this privacy policy to understand how we use your data. In summary:

  • Your personal information is only used for the purpose for which we collect it.
  • Only information that we need is collected.
  • Your personal information is only seen by those who need it.
  • We will only disclose data when we have your consent, or where we are obliged to disclose personal data by law, or as expressly permitted under the GDPR (through contract; legal obligation, vital interests; public task; or legitimate interests).
  • We will keep your information up to date. Inaccurate or misleading data will be corrected as soon as possible.
  • Personal information is retained only for as long as it is required for the purpose collected.
  • Your information will be protected from unauthorised or accidental disclosure
  • We will provide you with a copy of your personal information on request.

These principles apply whether we hold your information on paper or in electronic form.

If your personal details change, please help us to keep your information up to date by notifying us at the address below:

10 St. Denys Road, Evington, Leicester.  LE5 6DT.

What personal data does Friends of Evington collect?

The data we routinely collect includes members’ names, addresses, email addresses and phone numbers. We collect this data directly from our members when they join Friends of Evington.

For some of our members we may have additional information such as committee memberships, relevant qualifications and interests, and DBS checks. We will also keep information relating to disciplinary matters and sanctions.

What is this personal data used for?

General Membership

We use members’ data for the administration of your membership; the communication of information, and the organisation of events:

Evington Echo

We use contact details of advertisers for the purpose of producing a bi-monthly magazine called ‘The Evington Echo’ and this information is shared with the Evington Echo Editor, Advertisement Manager and Treasurer and is held as a spreadsheet.

We hold contact details of all the volunteer distributors who help deliver copies of the Evington Echo. This information is shared with the Distributor manager and his 3 or 4 first level assistants and is held as a spreadsheet.

The Editor holds details of regular contributors to the Evington Echo and uses this information to send reminders about copy dates and publication dates and will contact contributors to clarify what they want published in the forthcoming magazine.

We hold contact details of all the Evington Echo team, as published in the current edition of the Evington Echo.

Evington in Bloom

We hold contact details of all the Evington in Bloom team members. We also hold contact details of all people who either (1) require information from us (e.g. Council and environmental partners) or (2) have requested the team to keep them informed, for the purpose of contributing to events and activities.

We hold contact details of all the group leaders for the ‘It’s Your Neighbourhood’ groups in Evington which include:

Nurturing Roots IYN

The Horston Hill Project IYN

Friends of Piggy’s Hollow IYN

Sedgebrook Gardeners IYN

Friends and Neighbours Downing Drive IYN

Evington Village and Hall IYN

Different Roots Community Gardening group IYN

The Friendship Group (who meet at Evington Village Hall)

Evington Social Group (who meet at the Cedars, Evington)

The Rummikub Club (who meet at the Cedars, Evington)

Evington Quilling group (who may meet at Evington Library)

Evington Bicycle Club (who have a base in Evington Park)

Evington House Yoga group (who meet at Mayflower Church Community Rooms)

Evington History and Heritage group (who meet at St. Denys Parish Centre)

Who is your data shared with?

None of the information collected by Friends of Evington is passed on to any other organisation.

Where does this data come from?

If you are a member of Friends of Evington, you will have provided your personal data directly to us when you joined or when you updated your record with us.

How is your data stored?

This information is mainly stored in digital form on computers and in the form of written documents stored at Friends of Evington’s office. We use g-mails for: Friends of Evington membership (+ a hard copy file) Evington Echo contacts and Evington in Bloom contacts.

Who is responsible for ensuring compliance with the relevant laws and regulations?

The person who is responsible for ensuring Friends of Evington discharges its obligations under the GDPR is Helen Pettman (Chair of Friends of Evington).

How long we keep your personal information

We only keep your personal information for as long as necessary to keep you updated with news and events.

Your personal information will be deleted if you are no longer a member.

.You have the right to:

  • Change your communication preferences or restrict the processing of your personal data for specific purposes.
  • Request that we correct your personal data if you believe it is inaccurate or incomplete.
  • Access the personal data that we hold about you through a “subject access request”.
  • Request that we delete your personal information

Adopted:  March 2019

Reviewed 16th  March 2022.

Updated: January 2023

Next review date March 2023

End of Data Protection Policy