This is the privacy policy of Winchester-Laon Twinning Association (WLTA), which is a Community Association inaugurated in 1991.

  1. 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)1 and other law.

  2. Who are we? The WLTA Committee is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes. The Secretary will act as the Data Protection Officer for the WLTA, responsible for overseeing data protection policy and implementation to ensure compliance with GDPR requirements.

  3. How do we process your personal data? The WLTA complies with its obligations by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We may use your personal data for the following purposes: • to enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution, including matching families as guests and hosts with our twin association in Laon;
• to administer membership records; • to fundraise and promote the interests of the WLTA; • to maintain our own accounts and records; • to inform you of news, events, activities organised by the WLTA

  1. What is the legal basis for processing your personal data? Explicit consent of the data subject so that we can keep you informed about WLTA news, events, and activities Processing is carried out provided: • the processing relates only to members or former WLTA members (or those who have regular contact with it in connection with those purposes); and • there is no disclosure to a third party without consent.

  2. Sharing your personal data Your personal data will be treated as strictly confidential and will only be shared with other members of the WLTA and our twin association in Laon in order to carry out a service to other members or for purposes connected with the WLTA. We will only share your data with third parties with your consent.

  3. How long do we keep your personal data? We keep data in accordance with the guidance set out in GDPR guidelines Specifically, we retain WLTA membership data until we are informed of cancellation of membership, or one year after your membership has lapsed without such cancellation. Backup copies may exist longer as part of regular system backups but will not be processed.

  4. 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 WLTA holds about you; • The right to request that the WLTA 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 WLTA to retain such data; • The right to withdraw your consent to the processing at any time; • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable); • 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 object to the processing of personal data; • The right to lodge a complaint with the Information Commissioners Office.

  5. Further processing If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.

  6. Contact Details To exercise all relevant rights, queries of complaints please in the first instance contact the WLTA Secretary at: (023 8026 9413)

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

1 REGULATION (EU) 2016/679 OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation)

Winchester-Laon Twinning Association 18th May 2018