YACR Privacy Notice
This Privacy Notice sets out how the Yorkshire Association of Change Ringers uses, stores and protects your data.
We collect data from you when you
- join the Association as a resident member or as a Non-Resident Life Member,
- become a Tower Contact for visiting ringers,
- make a donation to our Bell Repair Fund,
- purchase any of our products and services,
- attend Association and Branch meetings, and events,
- apply for grant funding from our Bell Repair Fund,
- apply to become a Trustee of our Bell Repair Fund, and
- require payment from ourselves.
What information do we collect about you?
In undertaking any of the above activities we may collect the following information from you-
Members: We will record your name, address, home tower and membership status. You may opt to provide an email address or telephone number so that we can keep in touch about forthcoming events.
Non-Resident Life Members: We will record your name and address.
Tower Contacts: We will record your name and a means of contact: any or all of postal address, telephone number and email address.
Making a donation to the Bell Repair Fund: We will record your name and a means of contact: any or all of postal address, telephone number and email address. If you complete a Gift Aid declaration to allow the Association to reclaim tax paid on your behalf, we will record your home address as we are required to by HMRC regulations.
Purchase any of our products and services: Our activities include selling books and offering educational services through courses. If you make purchases or bookings on courses we will record your name and a means of contact: any or all of postal address, telephone number and email address. We will record your payment details.
Attendance at any of our Association or Branch meetings and events: If you attend a meeting or event organised by us we may record your name on an attendance register. We may record in a written record, such as the minutes of the meeting, your activities during such a meeting or event.
Applying for a grant from our Bell Repair Fund: When we receive enquiries or a formal request for a grant we will record contact details of the individuals making the request. We will record your name and address, telephone number and email address.
Applying to become a Trustee of the Bell Repair Fund: To apply to become a Trustee you must supply information about yourself to confirm your identity and confirm that you are legally allowed to be a Trustee. You will need to provide your full name, date of birth, postal address and email address.
Requesting payment from ourselves: In order to request payment you must provide within an invoice details to identify yourself and bank account details which we shall record.
On what bases do we process the information?
The YACR processes data about its members and those who make donations to the Bell Repair Fund on the basis of Legitimate Interest as defined in the General Data Protection Regulation (GDPR) article 6 1(f). This means that we only process data which someone might reasonably consider was needed to record our membership and to facilitate the running of the Association.
If you complete a Gift Aid declaration, or become a Trustee of the Bell Repair Fund, then we will process your data on the basis of Legal Obligation as defined in the GDPR article 6 1(c). This means we will process the data because we are legally obliged to do so and will continue to do so until the declaration has been cancelled.
If you opt to give us a means of contact which may be but is not limited to email address or telephone number, then we will process the data on the basis of Consent as defined in the GDPR article 6 1(a). We will continue to process the data until you cease to be a tower contact and/or you ask us to remove you from our mailing list.
If you purchase any of our products or services, apply for a grant from our Bell Repair Fund or request a payment from the YACR, then we will process your data on the basis of Contract as defined in the GDPR article 6 1(b). This means that the processing is necessary for us to carry out the contract.
How will we use the information about you?
We collect information to allow us to process and maintain your membership of the YACR, to reclaim tax paid under the Gift Aid scheme and optionally to inform you about forthcoming events. The YACR will never share this information with any other organisation, or third parties, for any purpose, including marketing, except where required to by law.
If you are a Tower Contact, then the collected information will appear in our Annual Report and, with your permission, your name and telephone number will also be listed on our website to enable visiting ringers to make contact. These details may also be given to ringers from outside the Association who wish to contact you to arrange to visit your tower.
The YACR does not perform any kind of automated data analysis, sometimes called profiling, on the data collected.
The YACR will never publish contact information (such as in the annual report and on the website) of members without the explicit written consent of those members.
However, it should be noted that it is convention for the YACR to publish all members’ names and individual YACR peal records, together with details of the peals rung for the Association, in the printed annual report each year. The details of all peals rung for the Association are also available on our website.
All YACR officers should also be aware that where any individuals are identified in other public forums (such as any published meeting minutes, branch newsletters and social media sites), the individuals should be made aware that they are, potentially, going to be identified and given the option to not be identified.
Peal conductors/organisers should ensure that all members of peal bands are aware that the details of peals will be published and ensure that any footnotes are appropriate and agreed.
YACR Officer Information
Members who become an officer of the YACR will, in many cases, need to have contact details published in order to carry out their duties effectually. Upon becoming an Officer they must be asked for, and provide, written consent as to which contact details they wish to have published in the annual report, Association website and other relevant media.
Access to your information and correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please write to us at the address in the ‘How to contact us’ section below. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate or which you no longer wish to share with us. Please be aware however that we must retain some information about you if you wish to remain a member or be a tower contact, or if you wish to ring peals for the Association as a Non-Resident Life Member. If you ask us to remove your details as a tower contact from the Annual Report, then you must do this before the beginning of March in order for it to be removed in time for printing.
If you have made a Gift Aid declaration then we will keep your details for up to seven years after the calendar year in which the declaration applied.
How to contact us
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at https://ico.org.uk/.