PRIVACY NOTICE
This policy explains:·
who we are·
personal data we collect and where we get it
how we use it
our legal basis for using it
who can see it
how long we keep it
your rights (including how you can object to what we do with your personal data).
WHO WE ARE
Scottish Workplace Networking for LGBT People (SWAN) is a Scottish Charitable Incorporated Organisation (SCIO), registered in Scotland as charity number SC045169 (“SWAN”, “we”, “us”). SWAN is regulated by the Office of the Scottish Charity Regulator <https://www.oscr.org.uk/>.
PERSONAL DATA WE COLLECT AND WHERE WE GET IT
The only personal data we collect are the names and email addresses of people who ask to join our mailing list, and the date they asked to join the list.We will collect information about you only directly from you.
HOW WE USE IT
SWAN runs networking events for LGBT professionals in Scotland. If you give us your email address, we will send you regular emails advertising upcoming events run by SWAN and other LGBT organisations in Scotland. You can stop receiving emails from us at any time by using the ‘unsubscribe’ link found at the bottom of each email, or by contacting us at [insert email address].If you sign up for an event, we will use your name and email address to administer the event. In some cases, where the security rules of a venue require it, we may share a list of people who register to attend an event with the venue’s security or reception staff.We never share personal data with anyone outwith SWAN. We never buy or sell any mailing lists or other personal data.
LEGAL BASIS
Under the Data Protection Act 2018, we need to have a legal basis for holding and using your personal data. In all cases, SWAN relies on its “legitimate interest” as its legal basis for collecting and processing information about you. The only reason we should have your name and email in our database is if you gave it to us so that we could tell you about our events. Therefore, we have a valid business reason for holding your information, and doing this does not harm your rights and interests.
WHO CAN SEE IT
SWAN guards the privacy of its members closely. According to the SWAN Constitution, the membership and email lists are accessible only to the Chair, Treasurer, Secretary, and Membership Secretary. The remaining trustees can only access the membership list on a “need to know” basis, as reasonably necessary to carry out their roles as SWAN trustees.We do not let anyone other than SWAN trustees view the SWAN membership list.
HOW LONG WE KEEP IT
We will keep your email address on file until you unsubscribe from the email list. Once you unsubscribe, we will delete your email address.
YOUR RIGHTS
You can exercise any of your rights in this section free of charge by contacting us by email at [INSERT EMAIL].You can ask us at any time to:provide you with a copy of the data we hold about you;correct mistakes in the data we hold about you;delete your personal data from our records (subject to the GDPR and DPA 2018);delete your contact details from our membership list and mailing lists.You can object at any time to SWAN holding your personal data or using it for direct marketing.For further information on your rights, please contact us. You can also review the Information Commissioner’s Office webpage on Individual Rights by clicking here: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
COMPLAINTS
You can complain about our use of personal data to the Information Commissioner on their website (www.ico.org.uk/concerns) or by calling +44 303 123 1113. However, we would appreciate the chance to deal with your concerns before you approach the Information Commissioner so please contact us in the first instance.
CHANGES TO THIS PRIVACY POLICY
This privacy policy was published on [INSERT DATE]. We periodically review this policy and we will publish any changes on this website.
HOW TO CONTACT US
Please find our contact details here.