The Friends of the Newport Ship

(Registered Charity No. 1105449)

Data Privacy Notice

Last update: 29-Nov-2018

The Friends of the Newport Ship (FoNS) respects your privacy and we will only use your information in the way we describe in this notice. When using your information, we aim to be fair and transparent, and to follow our obligations under UK data protection laws.

Why we process personal data

We process personal data in order to carry out our functions and objectives set out in our constitution, which is available from our web site www.newportship.org.

• to provide the necessary products and services we offer in order to comply with any contract between you and us;

• which includes using data to improve and personalise your experiences, for example, through social media to show you adverts that may be of interest to you;

• where it is necessary for our legitimate interests, i.e. to operate our charity and provide (including improving and personalising) the products and services we offer; 

• to send communications (including news, events and campaigns), where we have your consent to do so; and

• where we need to comply with a legal or regulatory obligation.

Collecting your information

We collect and process a variety of different types of personal data including:

• identity details: such as your name, alias and title.
• contact details: including your home and professional addresses, email addresses, and telephone numbers.
• Bank account details are collected if a member wishes to pay their annual subscription by standing order but these are not retained once the appropriate form has been forwarded to the member’s bank and the first payment received, after which the physical form is destroyed.

You provide us your information through paper forms, online forms, e-mail or the ship centre visitor’s book.

When you give us information about another person, such as a child, parent, guardian, or emergency contact you should let that person know that you have given us the information. If you are under 18 years old, we will also ask for information from your parent or guardian.

Cookies

Cookies are a message given to a web browser by a web server. The message is stored by your web browser in a text file and is sent back to the server each time the browser requests a page from the server.

The data collected automatically by our website helps us understand which parts of it are most popular, where visitors are coming from and how they are using it. This allows us to make improvements in future.

As you use our website, data about the pages visited is sent to Google Analytics so that we know how many people are using it. This includes the individual pages visited, and anonymised IP address, the device, browser and the website you came from. It may be held outside of the EU but Google is certified compliant with the EU-US Privacy Shield. The data is stored for 26 months in accordance with Google’s privacy policy.

Our website might contain links to other websites such as online entry forms and payment sites, partners, and advertisers. If you follow links to other websites please review the privacy policy for each site because we are not responsible for information you share on those sites.

Retention of personal data

Personal data is retained for as long as necessary to provide the products and services and fulfil the transactions you have requested, or for other essential purposes such as complying with our legal obligations.

When a member fails to renew their membership data is deleted after 2 years from the annual renewal date of 24^th August. Additionally, if a member formally requests removal of their data from the database, it will be deleted and no other records kept.

Who we share your personal data with

The Gift Aid data will be shared with HMRC in order to claim the tax relief on donations where a Gift Aid declaration has been made by individuals. Otherwise we will not pass any of your personal data to outside organisations and/or individuals unless you give your express consent.

Security for your information

Your information is held securely by us. We have taken all reasonable steps, and have in place appropriate security measures, to protect your information. Your information is not transferred outside the European Economic Area.

Your rights

• Where processing of your personal data is based on consent, you can withdraw that consent at any time.

• You are entitled to a copy of the information we hold about you, and to ask us to correct any inaccuracies.

• You may ask us to stop using your information, and to delete it, although we maintain a skeleton set of your information. If you ask us to do this we will not be able to continue our contract with you.

• You may make a complaint to the Information Commissioner (www.ico.org.uk).

How to contact us

Enquiries and complaints should be addressed in the first instance to the Secretary via email to secretary@newportship.org. If the matter is not satisfactorily settled, the next level of appeal is to the Chairman by email to chair@newportship.org.

Newport Medieval Ship Project,
Unit 20, Estuary Road,
Queensway Meadows Industrial Estate,
NP19 4SP

Changes to this privacy statement

We will update this privacy statement when necessary. When we post changes to this statement, we will revise the “last updated” date at the top of the statement and highlight what has changed. If there are any changes as to how The Friends of the Newport Ship will use your personal data, we will notify you by directly sending you a notification. We encourage you to periodically review this privacy statement to learn how The Friends of the Newport Ship is protecting your information.