THE FAVERSHAM SOCIETY
Updated November 2024

The Faversham Society, a company limited by guarantee registered in England and Wales with registered number 7112241, registered office being 10 – 13 Preston Street Faversham Kent ME13 8NS England, and a registered charity with charity number 1135262 (hereafter referred to as “the Society”, “we”, “us” or “our”), is committed to protecting and respecting your privacy.

We’ll always protect your personal data and, as part of this, we regularly review our privacy notice so that you can see how we use your data and what your options are. If there are any changes to the General Data Protection Regulation (or GDPR) or related laws, we may need to amend this statement in the future.

Please note that if you are also a member of the Society, data provided in relation to your membership is covered by the Society’s Privacy Statement for Members.

Data Controller

The Faversham Society 10-13 Preston Street, Faversham, Kent ME13 8NS. The Society is required to be registered with the Information Commissioner’s Office (ICO) – Registration Number: Z2444216

Keeping your records safe as a volunteer for the Faversham Society

We respect your privacy and work hard to meet strict regulatory requirements.

We never sell or pass on your personal data to third parties.

The Society complies with the Data Protection Act 1998 (DPA) and the General Data Protection Regulations (GDPR) and this statement describes our procedures for ensuring that personal information about members is processed fairly and lawfully.

The personal data the Society holds

To enable us to contact you during your volunteering work for the Society, and also for Employer’s Liability Insurance purposes, we need to hold personal information about you as a volunteer.  The Society only holds data provided by the individual(s) to whom the data relates and volunteers may request that the data be removed or updated at any time by contacting the Society’s volunteer co-ordinator in writing at 10-13 Preston Street, Faversham, Kent, ME13 8NS or by email to volunteer@favershamsociety.org.

It is your responsibility to inform us of any changes to your contact or other relevant details.

This personal data is that provided by you on completion of the Volunteer Registration form and is as follows:

* Your name, telephone number(s) and email address
* Optionally, an emergency contact name and telephone number

We also keep secure and confidential any letters, emails and notes of any communications we have had with you regarding your volunteering.

Reasons for holding this information

We believe the lawful basis under which we process your data is “legitimate interest”. That is, we need to be able to contact you regarding your work for the Society. As we rely on legitimate interest as our lawful basis for processing your data, your consent to our storing and processing your data is implied by your becoming a volunteer of the Society.

Retaining information

Your information will be whilst you continue to be a volunteer of the Society.

Your information will be deleted from our records once you have formally resigned by contacting the Society’s volunteer coordinator in writing at 10-13 Preston Street, Faversham, Kent, ME13 8NS or by email to volunteer@favershamsociety.org

In the case you wish to re-join as a volunteer you will be required to complete a new Volunteer Registration form for the Society’s records.

Security of information

Personal data about you is held in the Society’s computer system and/or in a manual filing system. The information is not accessible to the public; only authorised volunteer members have access to it. Our computer system has secure audit trails and we backup information routinely. Access to computers and files is password protected and the electronic records are further password protected and kept securely in the cloud. All manual records are kept in locked cabinets and drawers; with access to the room via an entry coded keypad.

Disclosure of information

The Society will not disclose or share personal information about you with third-party organisations except when required by law or court order.

Where a volunteer wishes to contact another volunteer, and they do not have the volunteer’s email address or telephone number; this is done through the volunteer coordinator to maintain data confidentiality.

Direct marketing by electronic means

As a volunteer of the Society, you can receive our email messages containing links to the Society’s regular newsletter. From time to time, we may also email you regarding events we are holding. In accordance with the Privacy and Electronic Communications Regulations we will only contact you electronically once we have obtained your expressed consent, that is, you have formally “opted in”.

Having previously consented, if you no longer wish to receive these emails, you have the option to “opt out” at any time by clicking on the unsubscribe link by emailing  membership@favershamsociety.org.

Right of Access

You have the right of access to the data that the Society holds about you and to receive a copy. Access may be obtained by making a request to the Society in writing. Usually, data will be provided free of charge. However, we reserve the right to make an administration charge if the request is manifestly unfounded or excessive, particularly if it is repetitive or is for further copies of the same information that has previously been provided.

We will provide a copy of the record within one month of receipt of the request and fee (where payable) together with an explanation of your record, should you require it.

If you have concerns about this data, you should contact the Society’s Chair in writing at the Faversham Society. Where it is necessary to rectify or erase your data held or to restrict or cease processing of your data, we resolve to do this within one month of your bringing this to our attention.

Right of Complaint

An individual member has the right to complain to the Information Commissioner’s Office if they think there is a problem with the way the Society is handling their data.

Data Breaches

The Society will notify the ICO of a breach where we deem it is likely to result in a risk to the rights and freedoms of individuals – if, for example, it could result in discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage.

Where a breach is likely to result in a high risk to the rights and freedoms of individuals, the Society will also notify those concerned directly in most cases.

The Society has reviewed the type of data which it stores and does not consider that a Data Protection Impact Assessment is required. For the same reason, we have not formally appointed a Data Protection Officer. If you have any concerns about the Society privacy and data protection practice they should be reported to the Chair in writing.

The Society does not operate in any other State.