Privacy Notice | radcliffefirst.co.uk

Radcliffe First Privacy Notice

Contact details

Post : 5 Bridgemere Close, Radcliffe, MANCHESTER, M26 4FS

This privacy notice tells you what to expect us to do with your personal information and offers additional information in respect of the details provided when you contact us by email, the online web form, social media or in person.

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual. The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.

Radcliffe First will comply with data protection law. This says that the personal data we hold about you must be:

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept and destroyed securely including ensuring that appropriate security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.

What information we collect, use, and why

We collect or use the following information relating to:-

Our Members / Supporters

General Electorate by logging requests or reporting a problem

Donors

Election Campaigns

Below is a list of personal data we may collect during your time as an official Member.

Title, first name, preferred first name, last name, email address, post code, home address, telephone number(s) and date of birth.
Any roles and responsibilities you have as a RF Member (e.g. Secretary, Local Councillor etc.), any groups you attend, your attendance at any events and / or members meetings.
Any communications we have with you which may be over email, or telephone
Possibly your job title and your CV if you have completed any candidacy selection application forms and any outcome information from any selections
Bank details including account holder name, sort code, account number, annual membership amount, donation amounts and financial activity related to the Party;

Reasons why and how you discontinued your membership.

Below is a list of personal data we may collect from the General Electorate and Donors

Your name

Your address, including post code

Your phone number

Your email address

Your bank details if making payment etc

Where do we get your personal data?

We may collect personal data in a variety of ways and at a variety of times throughout our interactions with you. Here is the list of ways we may collect your personal data from you:

From yourself when you became a RF Member or when you renew your membership (direct data)
From the Electoral Register (indirect data)
From yourself via email, telephone or face to face communications we have with you (direct data)
From yourself when you decide to apply to part of a selection process and/or a candidacy process (direct data)
From yourself when you make a payment to us (direct data)

From yourself when you have interacted with RF in any capacity which may be on the doorstep, at an event, online (including social media), where you have provided means for us to contact you about something (direct data)
We may collect Personal Data that you choose to make public, including via social media (to the extent that you choose to make your profile publicly visible) (indirect data)

What do we use your personal data for and what is our lawful basis for using it?

We collect information under Article 6 of the UK General Data Protection Regulations enabling us to deal effectively with any issues, complaints or requests. We may use your personal data for the following purposes and on the following lawful bases.

Our lawful bases for collecting or using personal information are:

Consent
Legitimate interest
- Casework / referrals or requests for advice passed on to relevant parties
- Information relevant to political campaigning pre local elections
Vital interests

NOTE: We do not sell your personal data to any third parties.

Other data controllers Radcliffe First works with:

other data controllers, such as local authorities
Community groups
Charities

We may need to share your personal data with them so that they can carry out their responsibilities to the council. If we and the other data controllers listed above are processing your data jointly for the same purposes, then Radcliffe First and the other data controllers may be “joint data controllers” which means we are collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then they are independently responsible and if you have any questions or wish to raise a complaint, you should do so directly to the relevant data controller.

Purpose for using personal data

We use your personal data for some or all of the following purposes:

To deliver public services including understanding your needs to provide the services that you request and inform you of other relevant services;
To confirm your identity to provide some services;
To contact you by post, email, telephone or using social media (e.g., Facebook);
To help us to build up a picture of how we are performing;
To promote the interests of residents and business owners
To maintain our own accounts and records;
To seek your views, opinions or comments;
To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives

In order to manage its members and supporters, RF needs to collect some personal data from you as without this information, we would be unable to carry out some necessary functions. At all times, we will only use the minimum amount of information required to be able to manage members and we take steps to periodically delete data we no longer need.

To process your membership application, register you as a member, manage your membership and communicate with you about all membership related matters over email, text (SMS) or by post.

To ensure you meet the conditions of membership at all times as outlined in the RF Constitution. To administer membership suspensions and expulsions.

To send you emails, including but not limited to, notifications related to your membership payments, notifications about members meetings, annual general meetings, leadership and / or candidate selections.

To identify personal data and take relevant action upon submission of a data subject rights request. 

To be able to assess any impact on individuals of a data breach involving personal data held on RF systems.

To help investigate any concerns or complaints you may have regarding issues you raise to RF or one of our Councillors.

Who do we share your personal data with?

Any data shared is the minimum necessary, this may include information being passed to the local council, councillors or third parties to enable complaints and or casework to be completed. However Councils and Councillors have separate data controllers and this Privacy Notice will be relevant for any work you do with them.

There may be scenarios where we are subject to a legal obligation to disclose or share your personal data, such as with law enforcement agencies, regulatory bodies or public authorities in order to prevent or detect crime, or prove we have adhered to their request. We will only ever disclose your personal data to these third parties to the extent we are required to do so by law.

How long will we keep your personal data?

We only retain your personal information for as long as is needed to fulfil the purpose and in accordance with the relevant legislation. For example personal data relating to RF members will be kept for as long as that person remains a member of the organisation. Personal data relating to case work, complaints etc (including emails) being dealt with by a councillor will be destroyed within 3 – 12 months or before if the details are no longer required. NB Any council related issues will be subject to Bury Councils Data Controller.

Data shall be reduced, redacted, de-identified and deleted at appropriate times so we retain the minimum amount of data possible when you are a member and further reduced when you are no longer a member.

On the basis of keeping people safe from any harm, and our legitimate interest in knowing who has or has not been a member in the past when there may be future safeguarding or legal concerns or requests for member information, we retain all personal data we have captured from you.

Where you do submit a right to deletion request we will retain your information if:

It has been, or is being used within a complaints, disputes or grievance process by RF and we may need to evidence this in the future to defend legal claims;
There is information associated with your data which is of a safeguarding concern to yourself or others;

Erasing will mean we lose our logs of when you made any data protection rights requests; and/or
Erasing will mean we are unable to understand if you have been a member in the past.

Retention Schedule Under the Freedom of Information Act 2000

The retention schedule lays down the length of time which the record needs to be retained and the action which should be taken when it is of no further administrative use

Electronic minutes or members meetings & AGM’s Permanently

Annual Accounts Permanently

Bank Statements Permanently

Paid Invoices 5 years

Complaints 1 year

General Information 3 months

Routine Correspondence / Emails 6 months after relevant issue has been completed

Membership Whilst person remains a member

ALL documents that are no longer required for Administrative purposes will be shredded and disposed of as confidential waste.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal data.

Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.

Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.

You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated 17 July 2024