Privacy policy and data protection

Mid Thames Area Quaker Meeting is the data controller for the personal data we collect for the administration of the meeting. The address and contact details for Mid-Thames Area Quaker Meeting are:

Mid Thames Area Quaker Meeting

Quaker Meeting House, 2 Church Street, Reading RG1 2SB

clerks@midthamesquakers.org.uk

We collect personal data from our members and people closely associated with the organisation for the legitimate interests of our organisation. This includes:

·       Basic membership data

·       Contact information

·       Biographical data for nominations procedures and pastoral care

We collect some data for the performance of contracts such as:

·       Employment data for our employees (wardens)

·       Supplier, contractor and hirer data

Where appropriate we will ask for consent for collection and management of personal data, such as

·       Contact information to appear in our Handbook of members and attenders

·       Data collection from or about children

·       If we share data externally, e.g. with Britain Yearly Meeting

We may also collect some information in the vital interests of all those in our care in order to carry out our safeguarding responsibility, particularly where children are concerned.

In occasional circumstances we may collect data to meet a legal obligation, for example information on any marriages that take place under the care of the meeting in our meeting houses.

We will never sell any personal data.

We will take appropriate measures to ensure data we collect is kept securely. This includes:

·       Keeping certain data in locked storage areas

·       Securely shredding personal data

·       Ensuring only the relevant people have access to personal data

·       Taking measures to ensure security of data on digital systems such as ensuring our devices are password protected and have up to date anti-virus software

Some data is held permanently, such as references to members or attenders in the minutes of the Area Meeting or its committees. These are archived and eventually become a historical record of potential interest to future historians. Other data is destroyed when it is no longer relevant or when deletion is requested. 

You have various rights under the General Data Protection Regulations, including the right to request a copy of the data we hold on you, to get any inaccuracy corrected, and to ask for it to be deleted (except that for a member who is not resigning we would need to retain basic membership information).

If you are unhappy with how your personal data has been managed, please contact:

treasurer@midthamesquakers.org.uk

If you are still unhappy after discussion with the Area Meeting, you can contact the Information Commissioners Office here: https://ico.org.uk/.

May 2018