Cheltenham Civic Society is a charity registered with the Charity Commission under the name of the Cheltenham Civic Society CIO, registration number 1166580.
Our contact details
Name: Cheltenham Civic Society
Address: Parmoor House, 13 Lypiatt Terrace, Lypiatt Road, Cheltenham GL50 2SX
Phone Number: 01242 524 632
The type of personal information we may collect
We currently collect and process the following information:
- Your name and title
- Contact information including your postal and email addresses
- Your telephone number and/or mobile number where you have provided one
- Demographic information such as postcode, preferences and interests
- Other information relevant to membership surveys and/or offers
- Details of membership subscriptions you have paid
- Details of any Standing Orders you may have signed
- Details of any events you may have attended and payments you have made for these
- In addition, we may have retained emails or letters you have sent us to book events or about the Cheltenham Civic Society and its activities.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by members, prospective members and those we contact in the course of the Society’s activities. We also receive personal information directly and indirectly from people and organisations that contact us or those we work with.
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting the Society’s membership secretary via email@example.com or the address above.
(b) We need it to perform a public task.
(c) We have a legitimate interest.
How we store your personal information
Your personal data is stored on electronic equipment and/or hard copy used by members of the Trustees on a need-to-know basis. That means information is usually only held by the Chair, Vice Chair, Secretary, Membership Secretary and the Treasurer. Some of our records, such as membership forms and Gift Aid authorities, are held in paper format by the Membership Secretary and Treasurer. All personal data is stored securely and is regularly updated and backed up.
We keep the information for as long as we deem necessary within the remit of the legislation. Membership details and Gift Aid authorities will be retained for as long as you are a member. We may also need to keep financial information for a period of six financial years after the end of the financial year in which the transaction occurred so that we can respond to any enquiries from HMRC about our income or applications for Gift Aid.
We only use the information we keep to help us administer the functions of a membership-based organisation and to notify members of our latest news, activities and events. We may occasionally tell you about events organised by others that we think may be of interest to members.
We do not routinely share personal information. On Members’ instructions we may need to share personal information where the services we provide involve an identified third party supplier, in which case we will take reasonable steps to ensure that any information shared will be limited to what is necessary for the specific purpose and will only be processed in accordance with GDPR principles.
Your data protection rights
Under data protection law, you have rights including:
Your right of access: You have the right to ask us for copies of your personal information.
Your right to rectification: You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure: You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing: You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing: You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
Cheltenham Civic Society, Parmoor House, 13 Lypiatt Terrace, Lypiatt Road, Cheltenham GL50 2SX
You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.
The ICO’s address is:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk