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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 (the “GDPR”).


2. Who are we?

Roots IWC is the 'data controller': Roots IWC leaders decide how your personal data is processed and for what purposes.


3. How do we process your personal data?

Roots IWC complies with its obligations under the “GDPR” 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 use your personal data for the following purposes, to:

·      Keep in touch with you about all matters relating to Roots IWC activities and fellowship

·      Keep records relating to Roots IWC activities

·      Keep you updated with notices, policies, ideas, events and activities connected to Roots IWC

·      Inform you of external events that relate in some way to the aims and vision of Roots IWC


4. What is the legal basis for processing your personal data?

·      Explicit consent of the data subject so that we can keep you informed about news, events, activities and information relating to Roots IWC and its vision.

·      Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement.

·      Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:

o  the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes); and

o  there is no disclosure to a third party without consent.


5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other volunteers or leaders of Roots IWC in order to carry out a Roots IWC event or activity. We will only share your data with third parties with your consent.


6. How long do we keep your personal data?

Personal data will not be retained for any longer than is necessary. Unless there is a legal requirement to do so, data will be deleted within 12 months of the last contact made by an individual to Roots IWC; or at the point at which a request is received to delete.

7. Your legal 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 Roots IWC holds about you;

·      The right to request that Roots IWC 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 Roots IWC 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) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means];

·      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, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]

·      The right to lodge a complaint with the Information Commissioners Office.


8. 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.

9. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact Kat Gibson, the Roots intercultural pioneer minister, at: [email protected]

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.

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