Personal data privacy statement
Here at ACEVO we take your privacy seriously and are committed to complying with the requirements of UK general data protection regulation. As such, we have produced this personal data privacy statement to inform you about your rights and how we use your data.
Your personal data
We collect, hold and process personal data about actual/prospective/former members of ACEVO; customers, service users (including users of our website), partners, business contacts, staff and trustees.
ACEVO is committed to ensuring that its services are accessible to everyone regardless of race, gender, ability, religion, sexual orientation or age. Those members who provide this information help us comply with our policy of ensuring equality in our services to you. This information will be held and processed as outlined in this personal data privacy statement.
We may also store and use photographic images and video footage of members, staff, trustees and event attendees. You have the right to object to this. If you wish, to do so please contact us at firstname.lastname@example.org or 020 7014 4600.
We will never trade your personal information with third parties for commercial gain. We will disclose your information only if required by law, if necessary to arrange event attendance or with your consent.
ACEVO may transfer personal data to external organisations contracted to provide direct operational services for us (including website hosting, cloud services, communications processing, financial processing); but unless you have given explicit consent, this does not extend to any arrangement to enable the external organisation to contact you on its own behalf or enable any other party to do so.
If any of these external organisations are located in countries outside the United Kingdom, we will require them to comply with our strict privacy requirements and to demonstrate that they follow best practice guidelines for data protection.
The Data Controller is ACEVO (the Association of Chief Executives of Voluntary Organisations, company registration number 03514635). ACEVO’s data protection is overseen by the head of finance and operations Catherine Macrae, who can be contacted via email at email@example.com.
If you register on our website, we will store your name, job title, organisation and contact details and may use this data to provide you with further information about ACEVO or to assist you in completing your purchase.
This information will be deleted after three years if you have expressed no further interest in ACEVO. You have the right to object to this processing if you wish, and if you wish to do so please contact us at firstname.lastname@example.org or 020 7014 4600.
Customers and previous members
If you have ever purchased a membership or publication or booked to attend one of our events, we will store personal information such as your name, your organisation’s name, your job title, contact details, as well as additional information relating to your membership, purchase or event booking.
Except where personal data is evidently confidential or personally sensitive, ACEVO may communicate with staff in your organisation (eg a personal assistant, or other relevant staff) to administer your purchase or event booking.
ACEVO processes personal information for certain legitimate business purposes, which include some or all of the following:
- To administer your purchase or event booking
- To contact you from time to time with marketing information relating to our services, activities and offers
- To better understand how people use our services
- To improve the services, events and publications that we offer and increase our impact
- To solicit feedback on any events you have attended to improve future events
- To determine the effectiveness of promotional campaigns and advertising.
Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights. You have the right to object to this processing if you wish, and if you wish to do so please contact us at email@example.com or 020 7014 4600. Please bear in mind that if you object this may affect our ability to carry out the tasks above for your benefit. You may opt out of our communications at any time by clicking unsubscribe on the email or emailing firstname.lastname@example.org.
If you book to attend an ACEVO programme, event or activity, we may include your name, your job title, and your organisation (but no further details unless otherwise agreed) in a delegate list which may be provided to other delegates. We may need to disclose your details to a third party, such as an event venue, to arrange event attendance.
If you express no further interest in ACEVO, we will remove your name, your job title, contact details and organisation’s name (if we have no other contacts at your organisation) from our database after three years or three years after the end of your membership (whichever is later). We will keep an anonymous record of your membership, purchase or event booking for analysis to improve our offer to civil society leaders.
We consider it in the legitimate interests of yourself and ACEVO and an important part of your membership to contact you regularly with relevant information in the form of regular newsletters and event updates and, from time to time, with marketing information or to seek information about you/your views/your organisation. You may opt out of these communications at any time by clicking unsubscribe on the email, emailing email@example.com or updating your mailing preferences on our website. Please bear in mind that if you opt out of these communications you may not receive information which will help you make the most of the benefits of ACEVO membership.
Should you chose to opt out we will still contact you regarding the administration of your membership eg membership renewals and payments. We may also contact you regarding the role of members in the running of ACEVO, for example at our annual general meeting and board elections.
We need to process your data in this way in order to carry out our contractual obligation to you and manage your rights under ACEVO’s constitution. It is therefore not possible for members to opt out of such communications.
ACEVO may publish and share the names of the organisations by which its members are employed or otherwise engaged, but this will not include personal data.
We may promote your membership of ACEVO on social media, for example, on Twitter. You may opt out of social media publicity. Data related to any previous posts may continue to be processed by these platform providers after your request to opt out.
ACEVO community members
ACEVO community is offered as an opt-in service to members. It is an online hub for our members to connect with, support and inspire one another. It’s a place for members to ask questions of each other, a rich resource of shared learning and experiences, somewhere to seek and offer advice and support, and the chance for members to network outside of our programmes of events.
By signing up to ACEVO community, you agree for your name, job title and organisation to be shared with other ACEVO community members along with any information you choose to upload. Your name, job title and organisation will no longer be visible once you leave the community but any contributions will remain unless you contact ACEVO to request their removal.
In the course of their activities, members of the ACEVO team may obtain your details from, for example, business cards, event delegate lists, during conversations, referrals and recommendations.
We also undertake desk based research using publically available sources, to identify charity CEOs who may be interested in being part of ACEVO. If we obtain your details in this way, we may contact you at a work address or work email to enquire if you’d like to receive marketing information from us. If you opt in to receive marketing information, we will inform you of ACEVO’s services, activities and offers. You may opt out of such contact at any time.
If you express no further interest in ACEVO, we will delete your data after three years.
If you are a speaker at an ACEVO event, we will publically promote your involvement. This may include on our website, in our marketing and member communications, on Twitter and other platforms such as LinkedIn.
Your data may continue to be processed by external platform providers after the event has ended.
During the course of their work our team may obtain personal details from individuals including colleagues in other organisations, journalists, government officials, venue administrators. This information is required to undertake daily administration and is stored in a central system to ensure the security of your personal data.
As an individual you have explicit rights under UK general data protection regulation:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure (also known as the ‘right to be forgotten’)
- The right to restrict processing
- The right to data portability
- The right to object
- Rights with respect to automated decision-making and profiling
- The right to withdraw your consent to the collection, holding and processing of your personal data at any time.
For more information on how to exercise these rights please email firstname.lastname@example.org or call 020 7014 4600.You have the right to lodge a complaint with the Information Commissioner’s Office: details of how to do so can be found on its website.
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