Ada in Porlock – Privacy Policy
Effective date: 21st of March, 2025
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (“GDPR”).
Personal data of volunteers will be restricted to contact details provided to Ada in Porlock (“the organisation”) (Name, email address and telephone number if provided)
Personal data of committee members will further include address, bank details of provided by the member and any information specifically required for our Safeguarding policy.
Who decides how to process your data?
Ada in Porlock (contact details below) is the data controller. This means it decides how your personal data is processed and for what purposes, which is then formalized in this Notice.
How do we process and store your data?
Processing of personal data is restricted to
- Storage of personal data as below
- Use of contact information to contact you about events and activities of the organisation
- For committee members only, the use of provided details to make approved payments.
Ada in Porlock complies with its obligations under the “GDPR” by
- keeping personal data up to date;
- storing and destroying it securely
- not collecting or retaining excessive amounts of data
- protecting personal data from loss, misuse, unauthorised access and disclosure
- ensuring that appropriate technical measures are in place to protect personal data.
Personal data is protected by storage on the Ada in Porlock website and email server (adainporlock.org) which is password protected and accessible only to committee members of Ada in Porlock and professional web service providers working under contract.
For committee members only, bank details are stored on the Organisation’s bank account, secured by two factor access.
Legal Basis for Processing
Processing of personal data is solely for the following purposes:
- To contact you regarding events and activities of the group for which you have expressed an interest;
- To maintain our own accounts and records
- To share your contact details with organisations and other volunteers with whom you have requested to work with or be in contact with.
Sharing your Personal Data
Your personal data will be treated as confidential and will only be shared with other members of the organisation in order to carry out a service connected with the organisation. We will only share your data with third parties outside of the organisation with your consent or if required by law.
How long do we keep your personal data?
We will keep your personal data until the earliest of the following,
- You request removal of your data
- The Organisation is formally disbanded by a committee resolution
- The activity for which your data is held has ceased and no contact has been made with you relating to the activity for a period of twelve months
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
- The right to request a copy of your personal data which the organisation holds about you;
- The right to request that the organisation corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for the organisation to retain such data;
- The right to withdraw your consent to the processing at any time
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to lodge a complaint with the Information Commissioners Office.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Contact Information
To exercise all relevant rights, queries or complaints please in the first instance contact,