Privacy Policy – The Friends of Southwark Park

Who we are

Our website address is: http://southwarkpark.org, Owner and Data Controller is The Friends of Southwark Park, c/o Mayflower Tenants Hall , 1 Neptune St, London SE16 7JP.

Friends of Southwark Park are committed to keeping your personal data safe and secure, and handling it in accordance with the law. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will take reasonable technical and organisational precautions to store, process and transport all personal information you provide to us in a secure manner.

This policy covers our face to face meetings, our website and other digital online activity.

What personal data we collect and why we collect it

To enable us to perform our obligations we collect data directly when you apply for membership or attend one of our meetings. Everyone attending our meetings must provide their first name and surname. At our face to face meetings please complete the attendance sheet in block capitals at the welcome table when you arrive. Meeting attendance sheets will be displayed to those attending our meetings and you consent to sharing your name with other meeting attendees. When attending an online meeting, e.g. Zoom, you consent to sharing your name with other meeting attendees.

It is against our code of conduct to take photographs, video, streaming or any other form of transmission / broadcast at our meetings without our permission.

When you apply to become a member, or volunteer with us, you will give us information voluntarily. You may also give us information when using our website and other social media resources. When you apply for membership using the application form we may collect information including:
your full name;
your email address;
your postcode and postal address;
your age / date of birth;
phone number/s;
Equality Act 2010 characteristics & other information to help us deliver our diversity and equality policy commitments.

Data we collect from you may be transferred to and stored on paper, computer or other secure online digital systems (e.g. the cloud and outlook.com). By submitting your personal data, you agree to this transfer, storing or processing. We may also collect information you voluntarily provide to us when you contact us about queries, complaints, comments, or information you voluntarily post about yourself including on social media.

The reasons we collect data include:
We have your consent;
Processing is necessary for the performance of a contract or to take steps to enter into a contract;
Processing is necessary for compliance with a legal obligation or policy commitment;
Processing is necessary to protect the vital interests of a data subject or another person;
Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in our organisation as Data Controller;
Necessary for the purposes of legitimate interests pursued by our organisation or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject.

Collection of your Personal Information from our website and other social media resources:

Each time you visit our website or our other online resources we may automatically collect certain information. This information includes technical information, such as Internet Protocol (IP) addresses used to connect your computer to the internet, your login information, browser type and version, browser plug-in types and versions, operating system and platform and information relating to what pages you have viewed. Visitor comments may be checked through an automated spam detection service. We collect information about how you use Friends of Southwark Park resources using cookies and similar technology. This may include your viewing history, device identifiers and information about how long you have stayed on certain pages or what pages you have clicked on.

We may also collect information from social networking sites such as Facebook and Twitter, for example likes, shares, tweets and posts about Friends of Southwark Park. We may collect any comments, statements other material made about Friends of Southwark Park. We also collect information to use as evidence for decisions including membership applications and when an existing member breaks our Code of Conduct / social media policies.

We may also collect data and information from a range of sources to verify if a member is eligible to be a trustee to ensure:
they are legally eligible to act as a Friends of Southwark Park trustee;
they are not disqualified to act as a company director;
they do not have an unspent conviction for an offence involving dishonesty or deception (such as fraud);
they are not an undischarged bankrupt (or subject to sequestration in Scotland), nor do you have a current composition or arrangement including an individual voluntary arrangement (IVA) with your creditors;
they have not been removed as a company director or charity trustee because of misconduct or mismanagement;
Friends of Southwark Park may also be required to use DBS checks and checking services and credit checking services.

We will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed. However, we may keep some records permanently if we are legally required to do so and may keep some other records for an extended period of time to follow best practice. For example, it is currently best practice to keep employment records for 5 years and financial records for a minimum of 7 years, to support HMRC audits.

We will keep all your personal data for as long as you remain a member. If you cease to be a member we may need to keep your data after you cancel your membership for limited purposes, for example if we need your data in order to respond to any complaints or claims that you make. If this is the case, we will only keep the data for as long as we need to in order to fulfil those purposes.

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Friends of Southwark Park may use your personal information to:
enable your access to and use of the website and make electronic bookings for services;
publish your feedback on the website in a way that ensures your full name and personal data are not disclosed;
send you marketing communications including but not limited to newsletters, offers and promotions and contact you for the purpose of discussing your membership and our services;
Your information will be held confidentially. Occasionally we may need to disclose information to our Data Processor or sub-Processor.

In addition to the disclosures reasonably necessary for the purposes we have identified in this notice, Friends of Southwark Park may disclose your personal information to the extent that it is required to do so by law, in connection with any legal proceedings or prospective legal proceedings, national security and in order to establish, exercise or defend its legal rights.

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

We may use your information for a number of purposes including the following:

Compliance with legal, regulatory and corporate governance obligations and good practice;
Administer and manage Friends of Southwark Park and perform our objects;
To maintain a membership list;
To identify those permitted to attend and vote at our meetings;
To provide you with information about our work or our activities that you have agreed to receive;
perform services you have requested (such as providing you with Membership or providing you with information you have asked for);
Ensure we know how you prefer to be contacted;
Keep a record of your relationship with us and notify you about changes;
For any concerns about your application for membership, membership or conduct;
Hire premises to hold meetings and events, hall hire forms and records;
Meeting attendance forms and records;
Meeting notes and minutes (these may be published online with initials to identify attendees not full names);
We will use the information we get from your use of our website and other online services and resources to:
i. administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
ii. improve our website to ensure that content is presented in the most effective manner for you and for your computer;
iii. allow you to participate in interactive features of our service, when you choose to do so;
iv. as part of our efforts to keep our website safe and secure;
v. measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you;
vi. make suggestions and recommendations to you and other users of our website;
Friends of Southwark Park work with London Borough of Southwark and council staff and council contractors attending meetings will have sight of our attendance list and meeting minutes (draft and final).
any other reasonable purposes of Friends of Southwark Park, acting always in accordance with the data protection law (as amended from time to time).

You have the right to:

Have any inaccuracies in your data corrected. If you would like to update the details we hold about you other than online, please contact info[at]southwarkpark.org or write to:
The Secretary, Friends Of Southwark Park c/o Mayflower Hall, 1 Neptune St, London SE16 7JP;
Request that we delete your personal data;
Object to profiling;
Request that we do not process your personal data for marketing purposes;
You have a right to request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please address requests to the Secretary and we will respond within one month, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive.
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we must keep for administrative, legal, or security purposes.

Competitions, surveys & email marketing

We may use Competition Data for the purposes of allowing you to participate in competitions and to carry out any activities required in relation to those competitions, for example contacting you to let you know you have won a prize and using your address to send your prize to you. We may also use your contact details to contact you from time to time to ask you to participate in surveys to help us to improve our offerings. We use Survey Data for the purposes of analysing insights and information to enable us to improve our services. We may use your email address to send you email marketing (including our newsletter, information about events, new shows, and competitions). You can opt out of receiving marketing emails at any time by emailing Friends of Southwark Park Secretary or writing to us at our official address. It may take up to 10 working days for your change in preference to take effect and the change will not affect any marketing emails which have already been scheduled to be sent in the future. If you opt out of email marketing, we will still need to send you service communications by email from time to time, such as information about changes to our organisation and meeting notices.

What is our legal basis for using your data?

Data protection law says that we have to tell you the legal basis that we rely on to process your personal data for the purposes that we have notified to you. This section tells you what that legal basis is in relation to each of the purposes set out above. We process your personal data on the basis that it is in our legitimate interests to carry out these activities.
Purpose: Your membership, meetings and providing you with our services
Legitimate interests and consent: To ensure Friends of Southwark Park members and park users enjoy the best experience possible, to help us deliver our objects in accordance with our constitution, policies and the law;
Purpose: Improving our services
Legitimate interests and consent: To make sure that we continue to improve our service and provide our members and park users with the best and most effective service possible.
Purpose: Advertising, newsletters, promotion and contact;
Legitimate interests and consent: To provide Advertising, newsletters, promotion and contact that is relevant to you to ensure that you have the best experience possible of Friends of Southwark Park.

Unless we can show that we have a compelling legitimate reason to continue processing your personal data, we will stop processing it.

If you do not agree to us processing your personal data by positively opting in (e.g. by ticking a box on the membership application form) will not be able to process your application form which will be destroyed securely after 3 months and will not be returned to you.

If you withdraw you consent for us keep and process your personal data your membership will terminate.

In respect of the use of your email address for email marketing purposes, we process this on the basis that we have your consent to do so because there is a clear opt in tick box on the membership application form.

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Plugins used on this WordPress website:

Google XML Sitemaps; WP Super Cache; Gutenberg & Classic Editor.

What if you have a complaint?

You have a right to complain to the Information Commissioner’s Officer (ICO), which regulates data protection compliance in the UK, if you are unhappy with how we have processed your personal data. You can find out how to do this by visiting www.ico.org.uk

What if this policy changes?
We may make changes to this Privacy Policy from time to time. Any changes we make will be displayed on our website: