INTRODUCTION
Welcome to Derby Young Professional’s privacy policy.
We respect your privacy and are committed to protecting your personal data. This privacy policy will make you aware of how we will use and look after your personal data when you interact with us. It will inform you of your privacy rights and how the law protects you. It is important you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
IMPORTANT INFORMATION
Privacy Policy Purpose
This privacy policy aims to give you information on how we obtain/collect and process your personal data when you:
Changes to the privacy notice and your duty to inform us of changes
We keep our privacy policy under regular review. This version was last updated on 25 June 2024. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
WHO WE ARE
Controller
Derby Young Professionals is an unincorporated association.
We operate as the controller and are responsible for your personal data (collectively referred to as “Derby Young Professionals”, “we” and “us” in this privacy policy).
Contact Details:
If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below:
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
THE DATA WE COLLECT ABOUT YOU
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data: includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data: includes billing address, email address and telephone numbers.
Financial Data: includes bank account and payment card details.
Transaction Data: includes details about payments to and from you and other details of products and services you have purchased from us.
Technical Data: includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Profile Data: includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data: includes information about how you use our website, products and services.
Marketing and Communication Data: includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Recorded data: audio and/or visual recordings made from telephone calls, video conferencing and/or CCTV recordings
We also collect, use and share aggregated data such as statistical or demographic data for any purpose.
Aggregated data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your usage data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect aggregated data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
From time to time, we may collect your allergy information when planning an event. Under the GDPR this falls under health data, which is classed as Special Category Data.
Other than the above, we do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, other information about your health and genetic and biometric data) unless the information is needed for us to provide our services to you. This is also true for any information about criminal convictions and offences.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect personal data by law, or under the terms of an agreement we have with you and you fail to provide that data when requested, you may not be able to attend our events or participate in any event or related activities. In this case, we will notify you if this is the case at the time.
HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you, including through:
Direct Interactions
You may give us your personal data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
Automated technologies or interactions
As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns.
We collect this personal data by using cookies, server logs and other similar technologies.
We may also receive Technical Data about you if you visit other websites employing our cookies.
Third parties or publicly available sources
We may from time to time receive personal data about you from various third parties and public sources as set out below:
Technical Data from:
Contact, Financial and Transactional Data from:
Identity and Contact Data from:
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:
Please see below to find out more about the types of lawful basis that we will rely on to process your personal data.
Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message if you are an Individual.
You have the right to withdraw consent to marketing at any time by contacting us at enquiries@derbyyoungprofessionals.co.uk
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
Purpose/Activity: To register you as a new member.
Type of data:
Lawful basis for processing including basis of legitimate interest: Performance of a contract with you.
Purpose/Activity: Manage payments, fees and charges and collect and recover money owed to us.
Type of data: Identity, Contact, Financial, Transaction, Marketing and Communications
Lawful basis for processing including basis of legitimate interest:
Purpose/Activity: To manage our relationship with you which will include:
Type of data:
Lawful basis for processing including basis of legitimate interest:
Purpose/Activity: To enable you to partake in a prize draw, competition or complete a survey.
Type of data:
Lawful basis for processing including basis of legitimate interest:
Purpose/Activity: To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).
Type of data:
Lawful basis for processing including basis of legitimate interest:
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation
Purpose/Activity: To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.
Type of data:
Lawful basis for processing including basis of legitimate interest: Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
Purpose/Activity: To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.
Type of data:
Lawful basis for processing including basis of legitimate interest: Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
Purpose/Activity: To make suggestions and recommendations to you about events or otherwise, that may be of interest to you.
Type of data:
Lawful basis for processing including basis of legitimate interest: Necessary for our legitimate interests (to develop our products/services and grow our business)
Purpose/Activity: To operate/administer a prize draw or competition that you respond to or participate in.
Type of data:
Lawful basis for processing including basis of legitimate interest:
MARKETING COMMUNICATIONS
You will receive marketing communications from us if you have requested information from us, joined our mailing lists, attended our events or opted in. You will not receive marketing from us if you have opted out of receiving that marketing.
THIRD-PARTY MARKETING
We will get your express opt-in consent before we share your personal data with any company outside of Derby Young Professionals for marketing purposes.
OPTING OUT
You can ask us, or third parties, to stop sending you marketing messages by following the opt-out links on any marketing message sent to you or by contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of previous attendance to events, or other transactions.
COOKIES AND LOCATION TRACKING
You can set your browser to refuse all or some browser cookies or to alert you when websites set or access cookies or request to access your location. If you disable or refuse cookies or refuse location tracking, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies and location tracking we use, please read our cookies policy.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
DISCLOSURES OF YOUR PERSONAL DATA
We may share your personal data with the parties set out below for the purposes set out in the table ‘Purposes for which we will use your personal data above’.
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.
INTERNATIONAL TRANSFERS
We do not transfer your personal data outside the UK or EU.
COOKIES AND OTHER TECHNOLOGIES
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.
More information on cookies can be found in our cookies policy on our website.
DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions, and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
DATA RETENTION
How long will you use my personal data for?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
To determine the appropriate retention period for personal data, we consider our regulatory obligations, 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, whether we can achieve those purposes through other means and the applicable legal requirements.
In some circumstances, you can ask us to delete your data (see “Request erasure” section below for further information and/or email us at enquiries@derbyyoungprofessionals.co.uk
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case, we may use this information indefinitely without further notice to you.
YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are:
Request access
You can request access to your personal data (known as “data subject access request”).
This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction
You can request correction of the personal data that we hold about you.
This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure
You can ask us to erase your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it.
You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.
Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing
You can object to our processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request a restriction of processing
You can request that we restrict the processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
Request a transfer
You can request that we transfer of your personal data to you or to a third party.
We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent
You can withdraw consent to the processing of your personal data in situations where we relied on your consent to do so.
However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.
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.
If you wish to exercise any of the rights set out above, please contact us on the contact details above.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
Redactions
Under section 15 and Schedule 2 of Data Protection Act 2018 certain personal data cannot be provided if requested from us. This includes, for example:
1. Personal data of other individuals who have not given consent to disclosure (and it would be unreasonable to make the disclosure).
2. Personal data consisting of legally privileged information, which is (in summary):
3. Personal data processed for the purposes of management forecasting or management planning in relation to a business or other activity, to the extent that those provisions would be likely to prejudice the conduct of that business or other activity.
4. Personal data that consists of records of the intentions in relation to any negotiations with you as data subject, to the extent that the application of those provisions would be likely to prejudice those negotiations.
5. Personal data consisting of a reference given or to be given in confidence for the purposes of any of the following:
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.
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