Privacy Policy
The South West Wales Brain Injury Group (SWWBIG) is committed to respecting the privacy of our members and contacts and all visitors to our website. This notice does not apply to any websites that may have a link to ours.
Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR.
Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.
Key terms
It would be helpful to start by explaining some key terms used in this policy:
| We, us, our | South West Wales Brain Injury Group (SWWBIG) |
| Our data protection manager |
Amy Seppman amy.seppman@jcpsolicitors.co.uk 01792 529620 |
| Personal data | Any information relating to an identified or identifiable individual. |
| Sensitive personal data |
Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership. Genetic and biometric data. Data concerning health, sex life or sexual orientation. |
Personal data we collect about you
The table below sets out the personal data we will or may collect in the course of interacting with you and how we will use it:
| What personal data we collect | How we will use this data | Our legal basis for processing |
| Title, first name, surname | To identify you as a member or contact of SWWBIG. | Contractual |
| Telephone number |
If we feel we need to speak to you to help meet the objects of the committee. To contact you with any questions we may have about your membership or event bookings. |
Contractual |
| Email Address |
To send you communications that meets the objects of the committee. If you are a member we will use your email address to send you official committee communications such as AGM notices. We may use your email address to follow up any missing payment for our events. |
Legitimate Interest & Contractual |
| Job title and organisation if applicable | To identify the role you play in Brain Injury in South West Wales to meet our objects and ensure we tailor communications to you where necessary. | Contractual |
| Whether you have a personal or professional link with Brain Injury in South West Wales | To identify the role you play in Brain Injury in South West Wales to meet our objects and ensure we tailor communications to you where necessary. | Contractual |
| Ticket type purchased if attending an event | To ensure our events are tailored to meet the requirements of the attendees. | Contractual |
| Dietary and access requirements at our events | To ensure our events locations and refreshments meet the requirements of the attendees. | Contractual |
| Your choice of event, or workshop/seminars at any given event | To enable smooth running of the event to ensure the rooms allocated are large enough and the talks tailored appropriately to the audience. | Contractual |
| Any other specialist information on your event requirements which you may provide to us | To ensure our events locations and refreshments and any other organisational issues meet the requirements of the attendees. | Legitimate Interest & Contractual |
| If you choose to make an optional donation to swwbig when purchasing a ticket | Financial requirements. | Contractual |
| Whether you have chosen to become a member when purchasing a ticket | So that we can add your details to our membership database. | Legitimate Interest |
| Photographs and videos | These will be distributed on our marketing and social media. This may include speakers, attendees, event staff and sponsors. There will always be an option to request not to be included in photos or videos when signing up to and attending an event. | Legitimate Interest & Contractual |
| Your event feedback | To improve our events for the following year. Event feedback with personal data will be kept for 12 months following which it will be anonymised. | Legitimate Interest |
| Your professional biography and a photo if a speaker at our events or a committee member | This information will be used to promote the committee and our events and ensure event attendees have full information available about the guest speakers of the day and help meet our objects. | Legitimate Interest |
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you and meeting our objects.
Sensitive Personal data we collect about you
The table below sets out the sensitive personal data we may collect in the course of interacting with you, depending on your circumstances, and how we will use it:
| What Sensitive Personal data we collect | How we will use this data |
| Dietary/ access requirements | You may be asked to provide certain information so that we can carry out your requests |
| Whether you have suffered a brain injury | On occasion we collect this data to ensure we meet our objects and meet all the needs of our members |
How your sensitive personal data and personal data is collected
We collect information from you when you sign up to membership or book to attend one of our events, if you submit a general enquiry to us by email, through a committee member or via our website, or if you engage with us through our social media channels.
We also collect information on you via our website—we use cookies on our website (for more information on cookies, please see our cookies policy here (https://www.swwbig.co.uk/cookies-policy/). We believe that our use of cookies is necessary for the smooth functioning of the website. We do not believe that they pose any threat to your personal privacy or online security.
We use Google Analytics to monitor how our website is being used so we can make improvements. Our use of Google Analytics requires us to pass to Google your IP address (but no other data). Google may use the data collected to contextualise and personalise the ads of its own advertising network.
For more information please review the following:-
Who we share your sensitive and personal data with
JCP Solicitors process your personal data on the Committee’s behalf.
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensure they can only use your personal data to provide services to us and to you.
We will not share your personal data with any other third party.
Where your personal data is held
Information is held by JCP Solicitors who have appropriate security measures in place to protect your data.
We also use third party software to help us run our events and organisation. Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data out of the EEA’.
How long your personal data will be kept
If you are a member we will retain your personal data indefinitely until the point that you cancel your membership with us, or unsubscribe to one of our communications. If you are a contact we will retain your personal data for three years from the last event that you attended. When it is no longer necessary to retain your personal data, we will delete or anonymise it.
Transferring your personal data out of the EEA
To deliver services to you, it is sometimes necessary for us to share your personal data outside the European Economic Area (EEA), eg:
- With our service providers located outside the EEA, for example the online tools that we use to conduct our Committee business such as Survey Monkey, Mailchimp and Eventbrite.
- If you are based outside the EEA.
These transfers are subject to special rules under European and UK data protection law.
We will ensure the transfer complies with data protection law and all personal data will be secure.
Children
We do not aim our services, or our marketing materials, such as our website and our Social Media, specifically at those aged under the age of 18. If you are under the age of 18 and need further explanation on this or how we may use your data please contact us.
Marketing
When you become a Member of SWWBIG or have attended one of our events within the last three years, we may use your personal data to send you marketing communications we feel enables us to meet our objects.
We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We may contact you with our communications via:
- Telephone
- Social media
All marketing communication will offer you the chance to opt out or update your preferences at the point of receiving the communication.
In the case of social media messages you can manage your social media preferences via that social media platform.
We will never pass or sell your details to a third party and you may unsubscribe, amend your preferences or any inaccuracies at any time by contacting us.
Your rights
You have the following rights, which you can exercise free of charge:
| Access | The right to be provided with a copy of your personal data |
| Rectification | The right to require us to correct any mistakes in your personal data |
| To be forgotten | The right to require us to delete your personal data – in certain situations |
| Restriction of processing | The right to require us to restrict processing of your personal data – in certain circumstances, e.g if you contest the accuracy of the data |
| Data portability | The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party – in certain situations |
| To object |
The right to object:
|
| Not to be subject to automated individual decision-making |
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you |
If you would like to exercise any of those rights, please:
- Email, call or write to us – see below ‘How to contact us’
- Let us have enough information to identify you (eg your full name)
- Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill)
- Let us know what right you want to exercise and the information to which your request relates
Keeping your personal data secure
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
Data Anonymisation
We may convert your data into statistical or aggregated data which cannot be used to identify you to produce statistical research or reports.
Changes to this privacy policy
This privacy policy was published on 21 May 2018 and last updated on 24 May 2018.
We may change this privacy policy from time to time, when we do, if you are a member or a contact, we will inform you via email.
How to contact us
Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.
Our contact details are shown below:
| Our Contact Details | Our Data Protection Manager |
|
SWWBIG c/o JCP Solicitors Venture Court Valley Way Enterprise Park Swansea SA6 8AH |
Amy Seppman c/o JCP Solicitors Venture Court Valley Way Enterprise Park Swansea SA6 8AH amy.seppman@jcpsolicitors.co.uk 01792 529620 |
Do you need extra help?
If you would like this policy in another format (for example audio, large print, braille) please contact us (see ‘How to contact us’ above).
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the ICO via https://ico.org.uk/.