General Data Protection Regulation (GDPR)

Your Privacy

At the RAIBC, we are committed to protecting the privacy and security of your personal information.

Looking after your information is the cornerstone of trust between us. It underpins the great care our team gives you.

Our commitment to your privacy

  • No fuss: You have the right to know how we collect and use your information. For more details, please take a bit of time to read how we do this below.
  • No frills: We only collect the information we need so that we can let you know about the things that matter to you. We look after it like it’s our own.
  • No surprises: You are always in control of how you hear from us and what you hear from us about
  • No spam: We will never sell your information to anybody else.
  • No worries: Have a concern? Want to get in touch? No problem, drop the data protection team a line at datamanager@raibc.org.uk and we’ll get back to you as soon as we can.

RAIBC privacy policy for members

For more information on how we collect and use your information as a member of the RAIBC, please refer to the RAIBC privacy policy for members. Please note that even if you no longer want us to contact you for the reasons we set out below (for example, you no longer want details about our products and services), we will still need to contact you on any matters under the RAIBC privacy policy for Loan Equipment and membership renewal.

The kind of personal information we hold about you

 In the table below, we set out the personal information which we collect and use about you:

Personal contact details:
  1. What we use: your:
  2. name
  3. title
  4. address
  5. telephone number, and
  6. email address.

Why we use it: we do this so that:

  • we can:
  • register your details
  • contact you in connection with any services, and
  • manage our relationship with you

What the lawful basis for using it is:

  • for when we send you details of services which may be of interest to you: your consent,
  • for managing our relationship with you:
  • it is necessary to comply with a legal obligation (such as when we need to tell you about any changes to these details), and
  • it is necessary for our legitimate charity interests (to keep our records updated), and
  • for managing our charity and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data): it is necessary for our legitimate interests (to run our charity, provide administration and IT services and network security and to prevent fraud) .

In the table below, we set out the ‘special categories’ of more sensitive personal information which we collect and use about you.

The following are ‘special categories’ of more sensitive personal information: health and financial means.

This type of personal information is given more protection in law. This means that we have to have a further legal basis for collecting and using it.

In the table below, we set out the personal information and sensitive personal information which we collect and use about you.

  • what we use
  • why we use it, and
  • the lawful basis for using it.
Loan equipment records and applications
What we use:

  • the types of services that you are interested in, such as:
  • the Reading Rattle (monthly MP3 disc posted to your address)
  • loan equipment and applications
  • antenna grants
  • help requests to the RSGB
  • any assessment for the above services.
What the lawful basis for using it is: your consent.

The further lawful basis for processing this more sensitive personal information is that you have given us your explicit consent for the specified purposes (see the reasons in the column to the left).

Here is a bit of detail on what we mean by ‘personal information’ and ‘legitimate charity interests’:

  • ‘personal information’ means any information about you from which you can be identified, and
  • ‘legitimate interests’ means the interest of the RAIBC in managing our charity generally so, ultimately, we can give you the best possible service. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

The charity responsible for your information and privacy (also known as the ‘data controller’) is the RAIBC The charity working for radio amateurs with disabilities.

Collecting your personal information

We collect your personal information from you only.

This may be:

  • directly from you such as when:
  • you let us know how you want to hear from us and what you hear from us about

Using your personal information

We will only use your personal information when the law allows us to.

We use your personal information to let you have details of the services which you have told us you are interested in and related information to that such as:

  • radio amateur and disability information
  • our newsletter

Failing to give us your personal information

You are always in control of your information. If you don’t want us to send you details of our services, we will respect your wishes. However, please bear in mind that if you don’t give us certain key personal information we won’t be able to contact you for the reasons set out in the ‘Using your personal information’ section.

Changing why we use your personal information

We won’t do this. We will only use your personal information to send you details of the products and services which you have told us you are interested in (see the ‘Collecting your personal information’ section).

Sharing your personal information

We may share your personal information with other people or businesses where:

  • required by law
  • where it is necessary for the purposes of administration (such as with other entities in the RAIBC, and
  • we have another legitimate interest in doing so.

If we do this, we require these third parties to respect the security of your personal information and to treat it in accordance with the law. In addition, all of our third-party service providers and other entities in the RAIBC are required to take appropriate security measures to protect your personal information in line with our policies.

We do not allow our third-party service providers to use your personal information for their own purposes. We only permit them to process your personal information:

  • for specified purposes, and
  • in accordance with our instructions.

We will, where necessary, share your personal information with other third parties, for example in the context of the possible winding up or restructuring of the charity.

We will also, where necessary, need to share your personal information with a regulator (such as the Charity Commission) or to otherwise comply with the law.

Securing and protecting your personal information

Your personal information deserves the greatest protection and security. This is why we have put in place appropriate security measures to prevent it from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality to us. Details of these measures may be obtained from our Data Protection Officer (see the ‘Data Protection Officer’ section).

We have put in place extensive procedures to deal with any suspected security breach which involves personal information and we will let you and any applicable regulator know of a suspected breach where we are legally required to do so.

Keeping your personal information for as long as necessary

We will only keep your personal information for as long as necessary to fulfil the purposes we collected it.

We may also need to keep it for other purposes including for satisfying any legal, accounting, or reporting requirements.

Once you no longer wish to hear from us we will retain and securely destroy your personal information in accordance with our Data Retention Policy.

Keeping your personal information up to date

It is important that the personal information we hold about you is accurate and current.

Please keep us informed if your personal information changes by letting a member of our team know.

Exercising your legal rights

Under certain circumstances, by law you have the right to ask for:

  • access to your personal information (commonly known as a ‘subject access request’). This means you can receive a copy of the personal information we hold about you and check that we are processing it properly
  • the correction of the personal information that we hold about you. This means you can correct any incomplete or inaccurate information we hold about you
  • the erasure of your personal information. This means you can ask us to delete or remove personal information where there is no good reason for us continuing to process it
  • the restriction of processing of your personal information. This means you can ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it and
  • the transfer of your personal information to another party.

If you want to do any of these things please let us know by contacting the membership secretary.

In almost all circumstances you do not have to pay a fee to access your personal information (or to exercise any of the other rights).

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it.

Exercising your right to withdraw consent

You have the right to withdraw your consent at any time.

To withdraw your consent, please contact the membership secretary.

Contacting the Data Protection Officer

Our Data Protection Officer oversees compliance with this privacy notice.

If you have any questions about this privacy notice or how we collect and use your personal information, please contact the Data Protection Officer. Details are as follows:

Data Protection Officer

RAIBC

33 Swallow Drive, Louth, LN11 0DN

Telephone: 0800 028 8660

E-mail: datamanager@raibc.org.uk

If we have got something wrong, please let us know and we will do whatever we can to try to fix it. Of course, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.

Changes to the privacy notice

From time to time will may need to update this privacy notice to reflect how we are collecting and using your information. If we do this, we will let you know (such as by email, a notice on the RAIBC website or via the Reading Rattle) so that you can review any updates.

Details of any changes will also be recorded in our change log below.

Date Nature of Change
May 2018 New privacy policy adopted

We are required under data protection laws to let you have the information contained in this privacy notice. If you have any questions about this privacy notice, please drop the data protection team a line at datamanager@raibc.org.uk .

Data protection principles

We are committed to complying with data protection laws.

These laws say that the personal information we hold about you must be:

  • used lawfully, fairly and in a transparent way
  • collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes
  • relevant to the purposes we have told you about and limited only to those purposes
  • accurate and kept up to date
  • kept only as long as necessary for the purposes we have told you about, and
  • kept securely.