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Privacy Policy - external users

UK Feminista is committed to protecting and respecting your privacy.  This Privacy Policy sets out the basis on which any personal data we collect from you or that you provide to us will be processed by us and the purpose of collection of it.  Please read carefully to understand our views and practices regarding your personal data and how we will treat it.

The Company is committed to being transparent about how it handles your personal information, to protecting the privacy and security of your personal information and to meeting its data protection obligations under the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018. The purpose of this privacy notice is to make you aware of how and why we will collect and use your personal information during the recruitment process. We are required under the GDPR to notify you of the information contained in this privacy notice.

The Company has appointed a data compliance manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or about how we handle your personal information, please contact Katherine Banyard: kat@ukfeminista.org.uk / UK Feminista, Omnibus Business Centre, 39-41 North Road, London. N7 9DP

Data Protection Principles

Under the GDPR, there are six data protection principles that the Company must comply with. These provide that the personal information we hold about you must be:

1. Processed lawfully, fairly and in a transparent manner.
2. Collected only for legitimate purposes that have been clearly explained to you and not further processed in a way that is incompatible with those purposes.
3. Adequate, relevant and limited to what is necessary in relation to those purposes.
4. Accurate and, where necessary, kept up to date.
5. Kept in a form which permits your identification for no longer than is necessary for those purposes.
6. Processed in a way that ensures appropriate security of the data.

The Company is responsible for, and must be able to demonstrate compliance with, these principles. This is called accountability.

What personal information do we collect and why do we collect it? 

We may collect and process personal information about you including information:

• That you provide by filling in forms, posting material, requesting further information or reporting a problem;
• Received in correspondence you sent us; and
• Received during certain calls to and from us.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes your name, identifier e.g. user name, marital status, title, date of birth, sex
• Contact Data includes addresses, email address and telephone numbers
• Financial Data includes bank account and payment card details
• Special Categories of Personal Data includes details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data.

How we use your personal data

We will only use your personal data when the law allows us to.  Most commonly, we will use your personal data in the following circumstances:

• Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
• Where we need to comply with a legal or regulatory obligation

The way we process your personal data we collect as set out above varies depending on our relationship with you.  In each case the purposes for which we request the information will be clear from the context in which it is acquired. These include:

• Providing a service to you;
• Verifying your identity;
• Administration, billing and record-keeping purposes;
• Communicating with you by telephone, email, fax or post;
• Meeting our legal, regulatory and contractual obligations arising from our relationship with you;
• Providing and improving customer service and support;
• Administering our website, enhancing operational capabilities and for internal operations;
• Verifying or enforcing compliance with this policy and applicable laws; and
• To inform you of developments that may affect you or to inform you of products, services or events.

Disclosure of your personal data

We will only disclose your personal information to another person or organisation where we:

• Need to share the information to provide a product or service you have requested;
• Need to send the information to persons or organisations who engage our services on their behalf, including where you are that third party’s customer;
• Need to send the information to persons or organisations that work on our behalf to provide a product or service to you. Where such a person or organisation does work on our behalf we will ensure that they are contractually required to take appropriate technical and organisational measures to protect your personal information against unauthorised or unlawful processing and against accidental loss or destruction of, or damage to, personal information and only use the information in order to provide a product or service on our behalf; and
• Are required to disclose the information in order to comply with the law or the requirements of a regulatory authority.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Our legal basis for using your personal data

Our use of your personal data as outlined above is subject to different legal bases for processing, including where necessary for:

• The purposes of the performance of any contract we enter into with you or to take steps at your request prior to entering into a contract with you;
• Our legitimate interests, for example in providing our services to an entity you work for, managing and monitoring our website operation, preventing fraud and for our business compliance purposes; and
• Compliance with our legal and regulatory responsibilities.

If you do not agree to provide your personal data to us we may not be able to provide you with our services. Where our use of your data is not necessary for one of the purposes outlined above we may use it in a particular way with your consent. Where we ask for your consent you are free to refuse our use of your personal data for those purposes and you may withdraw your consent at any time by contacting us using the details set out below. This shall not affect the lawfulness of any processing that was based

Storage and transfer of your personal data

The personal information that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or one of our suppliers or in circumstances where you have requested us to provide a product or service with international considerations and/or parties related to your request are located overseas. Before we transfer your personal data outside the EEA we will take all steps reasonably necessary to ensure that any such transfer is made securely and that there is adequate protection in place in order to protect your personal data, as required by the Act and Chapter V of the GDPR. Please contact us if you wish to obtain more information regarding relevant safeguards. By submitting your personal information you agree to this transfer, storing or processing outside the EEA.

Retention of your personal data

We will retain your personal information for up to three months, subject to our legal obligations, and follow our data destruction policy and processes thereafter. Your personal data may be retained by us for up to six years for the purposes of satisfying any legal, accounting or reporting requirements. 

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

What if you fail to provide personal information?

If you fail to provide certain personal information when requested, we may not be able to process the service you require properly or at all, we may not be able to enter into a contract with you, or we may be prevented from complying with our legal obligations. You may also be unable to exercise your statutory rights.

Your rights

Your personal information is protected under data protection law and you have a number of rights (see below) which you can seek to exercise. Please contact us in writing, by email or telephone using the details shown under ‘Contact’ below if you wish to do so, or if you have any queries in relation to your rights. Please note these rights do not apply in all circumstances.

Right of access – subject to certain exceptions, you have the right of access to your personal data that we hold (commonly known as a “data subject access request”).

Right to rectify your personal information – if you discover that the information we hold about you is inaccurate or incomplete, you have the right to have this information rectified (i.e. corrected).

Right to be forgotten – you may ask us to delete information we hold about you in certain circumstances. This right is not absolute and it may not be possible for us to delete the information we hold about you, for example, if we have an ongoing contractual relationship or are required to retain information to comply with our legal obligations.

Right to restriction of processing – in some cases you may have the right to have the processing of your personal information restricted. For example, where you contest the accuracy of your personal information, its use may be restricted until the accuracy is verified.

Right to object to processing – you may object to the processing of your personal information (including profiling) when it is based upon our legitimate interests. You may also object to the processing of your personal information for the purposes of direct marketing and for the purposes of statistical analysis.  In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Right to data portability – you have the right to receive, move, copy or transfer your personal information to another controller when we are processing your personal information based on consent or on a contract and the processing is carried out by automated means.

Right to withdraw consent – you have the right to withdraw your consent where we are relying on consent to process your personal data.  If you withdraw your consent, we may not be able to provide certain products or services to you.  We will advise you if this is the case at the time you withdraw your consent.

Changes to this privacy notice

The Company reserves the right to update or amend this privacy notice at any time. We will issue you with a new privacy notice when we make significant updates or amendments. We may also notify you about the processing of your personal information in other ways.