How we look after your personal information
In May 2018 a new law, the General Data Protection Regulation (GDPR), came into effect. It affects the way that charities, as well as companies and other organisations, keep information about their members, customers and suppliers, in fact anyone that comes into contact with them. The law makes it very clear that individuals’ personal information can only be used with their express consent.
The Offa’s Dyke Association (ODA) is committed to protecting your personal information. This Privacy Notice explains how we collect information about you, how we use the information we collect and how you can instruct us if you prefer to limit or change the use of that information.
If we need to change our Privacy Notice, we will post changes on this web page, also in the next edition of the ODA Newsletter. This Privacy Notice was last updated on 20th May 2018.
We will never copy your personal information to a third party without your consent.
In the past we have never given personal information to marketing companies or similar and we will not do so in the future.
Depending on the reason why you have contacted us, when you provide us with your personal information it will only be used for one or more of the following purposes.
You decide how we should contact you. For example, if you prefer to be contacted by email only but not telephone or post, then we will comply with your request.
1. You have decided to join the ODA as an Individual or Joint / Family Member
If you decide to join us then we will use your contact details to either post to you hard copies of our publications, email you electronic versions of the same or email you bulletins about news or forthcoming events that we might arrange. If you provide your telephone number then we will only use it in connection with your membership.
You decide how we should contact you but please remember that without a postal address we cannot post hard copies of our publications to you.
If you do not to renew your membership subscription when it is due then we will wait six months before we delete your personal information from our electronic and hard copy files. Sometimes members are late with their subscriptions so we think six months is a reasonable length of time, however, if you tell us that you want us to delete your records straight away then we will comply with your wishes.
2. You have decided to join the ODA as an Accommodation Member
We advertise your business on our website with only the information that you have agreed to supply to us, nothing more. We will otherwise safeguard your personal information and contact you as a member as per item 1 above.
3. Your organisation has decided to join the ODA as a Charity / Not-for-Profit / Community Member
We advertise your organisation on our website with only the information that you have agreed to supply to us, nothing more. We will otherwise safeguard your personal information and contact you as a member as per item 1 above.
4. You have made a one-off purchase from us either on-line, by mail order by post or by mail order over the telephone
We will use the contact details that you provide in order to post the items to you. We will only keep your contact details for as long as is necessary, a maximum of 12 months, after when they will be either deleted or shredded. To meet our legal obligations we have to keep copies of certain financial records for up to 7 years.
5. You have contacted us with a general enquiry
For example, you have asked for information about Offa’s Dyke Path National Trail and we need some time to get back to you in which case we will clearly need a means of contacting you. We will only keep your contact details for as long as is necessary in order to follow up the enquiry and respond to you after when, unless you give us permission to keep your contact details, they will either be deleted or shredded.
6. You have contacted us with a view to establishing a relationship with the ODA
For example, you contact us as a potential contractor, supplier, sub-tenant, user of our reference library, or to hire one of our meeting rooms, in which case we will need to be able to contact and keep in touch with you. We will not keep your contact details for future reference unless you give us permission to do so. If you do not give permission then we will only keep them for as long as is necessary after when they will either be deleted or shredded.
If we send a group email to several people, for example to our members with news about a forthcoming event, then the emails will be ‘blind copied’ to the group. That way we will not reveal your personal information to other people in the group.
If we receive an email that has already been copied by another sender to a group of several recipients then we will only ‘respond to all’ if it is self-evident that the members of the group intend their personal information to be shared that way.
Changing how we may contact you
Your communication preferences can be updated at any time by calling the Offa’s Dyke Centre on 01547 428597 or by emailing firstname.lastname@example.org.
You can choose how we contact you, either by post, by email, by telephone or by a combination of methods.
We may release information to the police or other authorities where we are under a legal obligation to do so, for example if the police suspect that a crime might have been committed. We keep financial records for as long as we are legally required to do so.
How we protect your information
We follow good security practices in the processing, storage and disclosure of information which you have given us. We monitor your information to check that it is accurate and up to date. Hard copy files containing personal information are securely locked away and our electronic files are kept on a very secure server.
Requesting copies of personal information we hold about you
You may, at any time, request copies of information we hold about you, and ask us to correct or delete that information, or to use it in different ways, for example to opt out of receiving news bulletins about the ODA.
If you request copies of information about you (a “subject access request”) we may request proof of identity from you. We are only a very small organisation so we ask that you allow us a reasonable amount of time to comply with a request.
How to contact us
The ODA welcomes your questions and feedback. To contact us about this Privacy Notice, obtain copies of your personal information, or to request that we update, delete or change how we use your information please contact us at the Offa’s Dyke Centre on 01547 528753 or by emailing email@example.com
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Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to: Brecon Beacons Park Society.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls (web addresses – this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Resources & Further Information
- Guide to the General Data Protection Regulation (GDPR)
- Data Protection Act 1998
- Privacy and Electronic Communications Regulations 2003
- Guide to Privacy and Electronic Communications Regulations
v.3.0 May 2018 Edited & customised by: Offa’s Dyke Association, West Street, Knighton, Powys. LD7 1EN.