HLUK Data Privacy & Protection Policy
HLUK aims to be as clear as possible about how and why we use information about you so that you can be confident that your privacy is protected. This policy describes the information that HLUK collects about you. This information includes personal data as defined in the General Data Protection Regulation (GDPR) 2016 (and the Data Protection Regulations 2018).
The policy tells you how we manage and protect your information, when you register yourself, and/or your school/college/company/organisation to participate in our activities (including online, such as viewing of our Docufilm), when you contact us and when we contact you, and when you volunteer to help at our activities. We collect this information in accordance with all laws concerning the protection of personal data, including the Data Protection Act 1998 and the GDPR 2016.
We are registered with the Information Commissioner’s Office and our data protection officer is our Chair, Mrs Barbara Cohen.
If you have any queries about this policy, please contact the Chair of HLUK. If you are not satisfied with the answers from the Chair, you can contact the Information Commissioner’s Office (ICO): https://ico.org.uk
1. Why do we need to collect your personal data?
We need to collect your personal information so that we know who you are, so that we can communicate with you personally and directly in any matter pertinent to HLUK activities. Legally we have a legitimate interest in so doing.
2. What personal data do we collect and when do we collect it?
In order for you to participate as a volunteer in our activities, to register yourself and/or your school/college/company/organisation for participation in our activities, including online such as viewing our Docufilm, we need to collect the following information about you:
Contact details: email address, postal address and phone number(s)
3. How do we use the information that we collect?
We use the data we collect from you in the following ways:
Schools /college teachers /staff and those who represent a company/organisation:
• To communicate with you about your school/college/company/organisation’s current and future registrations for our activities we may use your email address, your postal address and your telephone number(s).
• On the day of our live activities, we may contact you by mobile phone or by email.
• To request feedback regarding your school’s participation in our activities, we will contact you by email.
• To communicate with you about our activities and training for activities, we use your email address and telephone number.
• To request your feedback after you have participated as a volunteer in our activities, we will contact you by email.
4. Where do we keep the information we collect?
We keep the information we collect as follows:
• All data is stored on secure cloud storage and on password protected computer storage. Data can only be accessed by HLUK committee members, HLUK trustees, HLUK team members and contractors.
• HLUK does not share or give access to your data to any other organisations.
5. How long do we keep information?
We keep your contact information from year to year in order to inform you / your school/college/company/organisation about our activities, or to invite you to volunteer to help in our activities.
You can withdraw from this list of emails / phone numbers at any time. To withdraw from our email / phone / address list please email us at firstname.lastname@example.org
6. To whom do we send your information?
We send your contact information to the co-ordinators of our activities at the synagogues or other venues which you / your school/college/organisation/company may be visiting for our activities. If you volunteer to help at our activities, we send your contact information to the co-ordinators of our activities at the synagogues or other venues in which you may be volunteering.
7. How can I see the information you have about me?
You can request a copy of the information we store about you at any time. This will always be provided.
This policy will be reviewed annually or in response to changes in legislation and/or government guidance.
HLUK Committee, February 2021