It is important to the Foundation that you understand and are happy with how the Foundation uses your information.
Please take time to read this notice in full.
Identity and contact details of the controller
The Foundation’s Data Controller is the board of trustees of The Regenerative Viticulture Foundation
The Controller can be contacted via:
The Regenerative Viticulture Foundation
18A King Street,
Maidenhead SL6 1EF
Data Subjects
This Privacy Notice applies to all persons of which the Foundation holds and processes personal data.
Purpose of the processing and the lawful basis for the processing
The Foundation will only hold and process personal data on bases which are lawful.
The same personal data may be held and processed for different purposes and, therefore, under different lawful bases, as identified on the form used to collect the data from the subject.
The lawful bases and purposes under which personal data may be processed by the Foundation are as follows.
Legal Obligation {LO}
The Foundation holds and processes the personal data, identified as LO, to enable the Foundation to comply with relevant legislation regarding the identity of persons who have a significant role in the governance of the Foundation.
Date held under legal obligation will only be processed for the relevant purposes as is required by law and will only be shared with other organisations (eg: Charity Commission; HM Revenue & Customs) as is allowed by law and which are compliant with the General Data Protection Regulation. This will include the sharing of personal data which are, by law, destined for the public domain (eg: the names of trustees to be held and displayed in the Charity Commission’s public Register of Charities).
Legitimate Interest {LI}
The Foundation legitimately needs to hold the personal data, identified as LI, about its trustees for the purpose of administering the Foundation efficiently, effectively and economically in pursuit of its charitable purposes.
This will include, but is not limited to, the communication of information relevant to the governance and administration of the Foundation to and between trustees, and the sharing of knowledge and expertise between trustees specifically to further the legitimate interests of the board of trustees for the benefit of the Foundation.
Subject Consent {SC}
In your wider role as a member/supporter of the Foundation, the Foundation may, subject to your consent, use your personal data to keep you informed of its wider activities, particularly those in which you have special experience and/or expertise or in which you have expressed a particular interest. This will include providing you with information relating to any fundraising activities which the Foundation undertakes.
Your personal data will also be used to ensure that any activities which you are required, or are invited, to participate in are appropriately tailored to any specific needs that you have and, where appropriate, any potential for embarrassment is avoided.
The Foundation will not share your personal data with any other individual, group or organisation for any purpose other than those which are directly related to the activities and charitable purposes of the Foundation.
The right to withdraw consent at any time
You have the right to withdraw your consent for the Foundation’s use of your personal data which are provided by you with your consent for use by the Foundation for promoting its general activities and purposes.
You do not have the right to withdraw your consent for the Foundation’s use of your personal data when the lawful basis for the Foundation holding and processing the data is either “Legal Obligation” or “Legitimate Interest”.
The right to require the erasure of your data (right to be forgotten)
You have the right to require the Foundation to erase any or all of your personal data which are held by the Foundation for processing on the lawful basis of Legitimate Interest or Subject Consent.
You do not have the right to require the Foundation to erase any of your personal data held by the Foundation when the Foundation’s lawful basis for holding and processing the data is “Legal Obligation”.
The right to restrict processing
You have the right to require the Foundation to stop processing your data if you reasonably believe that there are significant inaccuracies in the data that the Foundation holds or that the way in which the Foundation processes your data produces inaccurate results.
The right to portability
You have the right to require the Foundation to provide you with a printed or computer-readable copy (ie: in a standard format which will allow the data to be transferred to another computer) of your personal data that it holds for processing on the basis of Legitimate Interest.
You do not have the right to require the Foundation to provide you with portable copies of data which it holds for the lawful purposes of Legal Obligation or Subject Consent.
The legitimate interests of the controller or third party, where applicable
Legitimate interests of the controller
The legitimate interests of the Controller (on behalf of the trustees of the Foundation) are:
To ensure that the human resources available to the Foundation – both volunteers (including trustees) and employees – are used effectively, efficiently and economically to pursue the purposes of the Foundation for the public benefit;
To promote and facilitate communication, cooperation and the sharing of experience and expertise between trustees, other volunteers, employees, beneficiaries and donors.
Legitimate interest of third parties
The legitimate interests of third parties are to ensure that the interests and well-being of the data subject are properly met when the charities activities are carried out by the third party (eg: providing transport to/from events, providing food and accommodation).
Any recipient or categories of recipients of the personal data
The Foundation may share your personal data:
- with the Charity Commission, HM Revenue & Customs, the Police, local authorities, the Courts and any other central or local government bodies where they request it and the Foundation may lawfully disclose it, for example for the prevention and detection of crime.
- with the Foundation’s professional advisors (eg: lawyers, accountants) when they need it to provide appropriate advice on the Foundation’s activities. The Foundation will seek your permission before sharing your personal data in this way.
- Where the Foundation is legally obliged to do so, eg: to comply with a court order.
- with other people who make a reasonable subject access request to the Foundation, provided that the Foundation is allowed to do so by law.
Retention period or criteria used to determine the retention period
Your personal data processed on the basis of Legal Obligation and shared with HM Revenue & Customs are retained for the prevailing statutory period (currently 6 years).
Your personal data processed on the basis of Legal Obligation and shared with the Charity Commission are retained for 3 years after you cease involvement with the Foundation.
Your personal data processed on the basis of Legitimate Interest are retained for 2 years after you cease involvement with the Foundation.
Your personal data processed on the basis Subject Consent are retained for 3 months after you cease involvement with the Foundation.
Details of transfers to third country and safeguards
The Foundation does not transfer any personal data to third countries.
The existence of each of data subject’s rights
Other than the right to withdraw consent and the right to erasure you have all the data subject rights, as prescribed by the General Data Protection Regulation, namely: The rights:
- to be informed about the your personal data held by the Data Controller on behalf of the Foundation, the purpose(s) for which they are held; the manner in which they are processed; the recipients (if any) of the data;
- to be given access to your personal data;
- to rectification – the correction of any error in the data and/or the completion of any incomplete data;
- to restrict processing – while you have legitimate justifiable concerns about the accuracy, validity or legality of data held by the Foundation or the way in which the data are being processed. Data process may be resumed once either the cause(s) of the concern has(have) been rectified or your concerns are demonstrated to be unjustified.
- to object to processing – while you have reasonable grounds relating to their impact on your particular circumstances and where the legal basis of the processing is Public Task or Legitimate Interest. However, the processing of your data can be resumed if the Data Controller can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims;
The source the personal data originates from and whether it came from publicly accessible sources
Your personal data are not obtained from anyone other than yourself.
Whether the provision of personal data is part of a statutory or contractual requirement or obligation and possible consequences of failing to provide the personal data
The provision of your personal data for this is a statutory requirement under UK taxation and charity legislation.
Failure to provide the data, or the provision of data which are inaccurate or late, render both you and the Foundation to significant penalties or legal action.
The existence of automated decision making, including profiling and information about how decisions are made, the significance and the consequences.
The Foundation does not use any automated decision-making software in the processing of your personal data. Nor will the Foundation make your personal data available to any other organisation for such purposes.
The right to lodge a complaint with a supervisory authority
You have the right to lodge a complaint with the Information Commissioner’s Office, the supervisory authority for the UK, if you are dissatisfied with the way that the Foundation is collecting, holding, processing and using your personal data and you feel that your reasonable attempts to raise the issues and get them addressed have failed.
Is your information secure?
The Foundation takes the security of your information very seriously.
The Foundation complies with the relevant prevailing legislation which requires it to have in place appropriate security measures at all times, including where the Foundation shares your information with others.
What additional information does the Foundation collect and when?
In addition to the statutory information that the Foundation collects, holds and processes for the purpose of managing its legal obligations, legitimate interests and affairs, the Foundation also collects and holds:
- All information you choose to submit to the Foundation when you communicate to it by post, e-mail, messaging, or other form of image-based (eg: photographs), sound-based (eg: sound files) or text-based communication, whether physical (eg: ink & paper) or electronic.
- Copies of any notes that the Foundation takes, whether physical (eg: ink & paper) or electronic, during verbal communications between you and the Foundation (eg: telephone; Skype®; Hangouts®).
- Information on what the Foundation communicates to you by post, e-mail, messaging, or other form of image-based or text-based communication whether physical (eg: ink & paper) or electronic, including information in all ancillary materials (eg: attachments, images, brochures).
Updates to this notice
The Foundation will need to update this notice from time to time as its services change.
The Foundation will endeavour to tell you in advance by sending a service message to you if the Foundation holds your email address. Otherwise, please check the Foundation website for notifications of significant changes to this notice.
If you do not notify the Foundation that you wish the information that it holds on you to be deleted (ie: to have no further contact with us) the Foundation will take it that you accept the changes.