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Data Protection and Privacy Notice (Jan 2019)

Southampton Common Forum Data Protection Policy

The Constitution of Southampton Common Forum (Section 14) requires it to operate a Data Protection Policy. This policy stands independent of the Constitution in order to facilitate any necessary rewording to reflect changes in UK legislation.


The policy is based on current UK legislation; the Data Protection Act 2018 (the UK’s implementation of the EU General Data Protection Regulation (GDPR) - https://www.gov.uk/data-protection).


The Management Committee of the Southampton Common Forum will maintain a database of personal information related to individual members and supporters who have supplied their data to the Forum and consented to the Forum holding and using that data for Forum administration purposes (including a membership database) and for keeping members and supporters updated and informed.


Southampton Common Forum takes your privacy seriously. We are a “controller” of the personal information that you provide to us and this Data Protection Policy and its accompanying Privacy Notice set out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.


The key principles underlying the Forum’s Data Protection Policy and its accompanying Privacy Notice are that:

• data is captured and maintained in a secure manner

• individuals are made fully aware of what data is captured and what it will be used for

• explicit consent is given by the individual for the Forum to hold data

• data is updated regularly and accurately

• data is limited to what the Forum needs

• data is used only for the purpose for which it is collected for

• data is used for “marketing” purposes only if the individual has given the Forum consent to keep them informed

• data is only kept for as long as it is necessary

• an individual can request a copy of the data held at any time and this must be provided and updated / edited / deleted as that individual requests


How we operate these principles is detailed in the Forum’s Privacy Notice.


Southampton Common Forum Privacy Notice

Southampton Common Forum takes your privacy seriously. We are a “controller” of the personal information that you provide to us and this Data Protection Policy and its accompanying Privacy Notice set out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.


The types of data that we may hold

Data held may include any information (electronic or paper) which that an individual member or supporter has voluntarily supplied to the Forum and consented to the Forum using for the purpose of Forum administration and communication, including (but not limited to); name, email address postcode, postal address, telephone number(s), relevant interests and skill sets.


How we use your personal data

Personal data will be used solely for the purposes of Forum administration, analysis (e.g. demographics) and communication with members and supporters.


These data shall remain private to the Forum and shall not be shared with any third party except for:

(1) the purposes of email distribution of Forum updates and newsletters to members and supporters using a secure 3rd party facility (see section 3).

(2) where we might be required by UK legislation.to release specific information to the authorities for e.g. law enforcement purposes.


Where Southampton Common Forum hosts work parties and we ask volunteers to provide contact details for a friend or relative for emergency contact purposes, that data will be destroyed at the end of the work party.


Email correspondence and emailed newsletters

Southampton Common Forum updates and newsletters will be sent to members and supporters who have supplied us with a valid email address for the purpose of keeping them updated. The Forum uses a secure online marketing / email distribution service to send these communications on its behalf.


Southampton Common Forum currently uses Mail Chimp and supplies them with a list of email addresses to use for a specific mailing. Mail Chimp holds our data securely in compliance with GDPR. Its privacy policy can be viewed here.


Each email sent through Mail Chimp provides the recipient with the option to unsubscribe from all future mailings from the Forum at any time. Unsubscribed email addresses are held securely by Mail Chimp and used to screen lists of email addresses supplied by Southampton Common Forum and remove any unsubscribed ones before it compiles the recipient list for that mailing.


Individuals can also unsubscribe at any time by emailing the Forum secretary (secretary@southamptoncommonforum.org).


All other email correspondence from Southampton Common Forum to members and supporters shall be by blind copy.


Data Security

For the purposes of the Data Protection Act 1998, the Southampton Common Forum Secretary shall be responsible for the security of member information and for compliance with relevant data protection legislation.


Your Rights

Under the Data Protection Act 2018 and the EU General Data Protection Regulation you have rights to your data held by SCF. You have the right to:

• view any personal data relating to you that is held by the Forum

• have that data corrected, edited or deleted in full or in part

• opt out of receiving any further communication from the Forum


Please contact the Forum Secretary  (secretary@southamptoncommonforum.org) with any enquiries you have about any data we hold for you.


Web Site

This web site uses cookies. As a result of you visiting this site, SCF may collect information about your computer, including your IP address, operating system and browser type. SCF will use this information purely to monitor site and page visits to help us determine how well we are engaging with site visitors. This statistical data about browsing actions and patterns does not identify any individual site visitor.

The only cookies in use on our site are for Google Analytics. Google Analytics is a web analytics tool that helps website owners, like SCF, to understand how visitors engage with our website. Google Analytics allows us to view a variety of reports about how visitors interact with our site so that we can improve it.

Like many services, Google Analytics uses first-party cookies to track visitor interactions, as in our case, where they are used to collect information about how visitors use our site. We can then use this information to compile reports and help us improve our site.

Cookies contain information that is transferred to your computer’s hard drive. These cookies are used to store information, such as the time that the current visit occurred, whether the visitor has been to the site before and what site referred the visitor to the web page.

Google Analytics collects information anonymously. It reports website trends without identifying individual visitors. You can opt out of Google Analytics without affecting how you visit our site – for more information on opting out of being tracked by Google Analytics across all websites you use, visit this Google page.

Copyright © Southampton Common Forum - 2021

Copyright © Southampton Common Forum - 2021