BISHOP WILTON COMMUNITY SHOP LIMITED
PRIVACY NOTICE
Who are we?
We are Bishop Wilton Community Shop Ltd (BWCS). We are a community benefit society registered with the Financial Conduct Authority under the Co-operative and Community Benefit Societies Act 2014, Registered No. 8047. Our registered address is 2 Main Street, Bishop Wilton, YO42 1RX.
What personal information do we collect and hold?
We collect contact information in the form of names, postal addresses, phone numbers and email addresses.
We collect this information from:
- Shareholders (members)
- Volunteers (whether members or non-members), who wish to be involved in BWCS’s activities
- Non-members who wish to be told about BWCS’s activities.
For members, we also hold information about the number and value of your shares.
Why do we collect this personal information?
We hold information so that we can communicate with our shareholders, volunteers and other people who have told us they are interested BWCS’s activities. This information helps us to give you news and organisational information. We also use volunteers’ information so that we can organise the work they do with us.
We also hold shareholders’ personal information so that we can accurately maintain our register of members and give our members notice of meetings and the formal business of the Society.
How do we collect personal information?
We are given the information by members and prospective members when they apply for shares or when they update their details. We are given personal information by non-members when they ask us to keep them informed about our activities.
What is our justification for collecting personal information?
Under the General Data Protection Regulation, we have to be able to justify, legally, why we process personal information.
BWCS, as a community benefit society, has a legitimate interest using the personal information we are given so that we can communicate both with our members and with non-members, all of whom have provided contact details because they expect us to tell them about the activities of the society. As a Society pursuing community goals, we would not be able to function without being able to communicate with both our members and non-members. In addition, our members give us certain personal information so that we can maintain the statutory register of members and communicate with them about the formal administration of the Society. We also have a legitimate interest in using the names and contact details of volunteers – whose support is essential to BWCS – to organise the work they do with the Society. The personal data we hold is minimal, not sensitive and we do not use it any way that people might find unusual or unexpected.
With the exception to the personal information of our members that we must hold for the register of members, we provide the opportunity for you to opt out of receiving communications.
What do we do with the personal information we hold?
We use personal information to:
- Administer membership records
- Communicate formal notices and information to shareholders under relevant legislation and BWCS’s rules
- Recruit, train and organise volunteers
- Provide members, volunteers and others who have given their consent with news about BCWS, including information about events, promotions and fundraising activities
- Maintain our own records and accounts
How long do we keep your personal information?
We will keep the personal information of our members and ex-members needed for the register of members for as long as we are required by law to do so.
We will keep all other personal information you have given us until either you tell us that you no longer want to receive communications or it is no longer necessary for us to hold that information.
Who has access to the personal information we collect?
Members’ personal information about the value and numbers of shares held by an individual member is accessible only to our Secretary and Treasurer. Other personal information is accessed and processed only by the officers of the Society. We may have to disclose personal information to a third party in order to comply with a legal obligation. Apart from having to disclose personal information when required to by law, we will not share your personal information with a third party without your written permission.
Your data protection rights
Under data protection law you have rights, including the rights to:
- Be informed if your personal data is being used
- Get copies of your data
- Have your data corrected
- Have your data deleted
- Limit how we use your data
- Raise a concern
The Information Commissioner’s Office has more details on all your rights. You can see this information by visiting www.ico.org.uk/your-data-matters.
Is my personal information kept securely?
We protect your personal information from unauthorised access by the use of secure passwords. We backup your personal information to protect it from loss.
How to complain
If you have a concern about how we process your personal information, please contact us. We will be happy to do our best to resolve the issue.
You can also complain to the Information Commission if you are unhappy about how we have used your personal data:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
SK9 5AF. Tel: 0303 123 1113