1) Who are we?
Porlock Vale Tourist Association is a not for profit organisation, and is a ‘controller’ under the General Data Protection Regulation and the Data Protection Act 2018.
2) Whose data do we hold?
We may hold data about the following people:
- Customers and clients
- Suppliers and service providers
- Advisers, consultants and other professional experts
- Complainants and enquirers
3) Whose data will we collect?
We will only collect information from you that is relevant to the matter that we are dealing with. In particular, we may collect the following information from you which is defined as ‘personal data’:
- Personal details
- Business details and circumstances of the person whose details we are processing
- Financial details
4) Special Categories
We may also collect information that is referred to as being in a ‘special category’. This could include:
- Religious beliefs or other beliefs of a similar nature
5) Basis for processing
The basis on which we process your personal data is one or more of the following:
- It is necessary for the delivery of or services and products to you
- It is necessary for us to comply with a legal or regulatory obligations
- It is in our legitimate interests to do so
- You have given us your consent (this can be withdrawn at any time by advising our data protection officer provided that the data is not being processed or retained to comply with a legal or regulatory obligation)
6) How will we use your data?
We may use our information for the following purposes:
- Provision of our products and services
- Promotion of our products and services
- Provision of education and training to customers and clients
- Maintaining accounts and records
- Supporting and managing staff
7) Who will we share your information with?
We may need to share your information with people who will assist in delivering our services and product to you This may include:
- Website hosting providers, data centre operators
- Professional consultants
- Technical support personnel from suppliers
- Credit and Fraud Prevention Agencies (FPAs) (see below)
Where you authorise us we may also disclose your information to parties or representatives and we may also disclose your information to debt collection agencies if you do not pay our bills.
8) How long will we keep your information for?
- We will normally keep your information throughout the period of time that we do work for you and afterwards for a period of at least five years.
9) Transfers to third countries
- We will not normally transfer personal data to a country outside the EEA
10) Security arrangements
- We shall ensure that all the information that you provide us with is kept secure using appropriate technical and organisational measures
- More information is available from the data protection officer
11) What rights do you have?
You have the following rights under the GDPR:
- Right to be informed
- Right of access
- Right of rectification
- Right to erasure
- Right to restriction of processing
- Right to data portability
- Right to object
- Rights concerning automated decision – making and profiling
Some of these rights are however subject to an overriding obligation to comply with legal requirements and regulations.
12) Right of access
- You have a right to see the information we hold about you
- To access this, you will need to provide a request in writing to our data protection officer, together with proof of identity
- We will usually process your request free of charge and within 30 days however we reserve the right to charge a reasonable administration fee and to extend the period of time by a further two months if the request is manifestly unfounded or vexatious and/or is very complex
13) Right of erasure
- You have a right to ask us to erasure your personal data in certain cases (details may be found in Article 17 of the GDPR)
- We will deal with your request free of charge and within 60 days but reserve the right to refuse to erase information that we are required to retain by law or regulation, or that is required to exercise or defend legal claims
- To exercise your right to erasure please contact our data protection officer
14) Who can you complain to?
- If you are unhappy about how we are using your information or how we have responded to your request then initially you should contact the data protection officer. Please call the office to ask the data protection officer’s name.
- If your complain remains unresolved then you can contact the Information Commissioner’s Office, details available at www.ico.org.uk