The Data Protection Manager
Electoral Reform Society
3rd Floor News Building,
3 London Bridge Street,
1. When do we collect information and what information do we collect?
(a) When you register with us or subscribe to our website services, email notifications or newsletters we may collect your email address and your postcode. This is stored on the secure Engaging Networks platform (https://www.engagingnetworks.net/uk/).
(b) If you enter into any transaction with us, for example, if you make any contribution, we will collect your name, address, email, postcode and the details of the contribution
(d) We use tracking technology to collect information about how you respond to emails from us. (See below for more information on tracking technology).
(e) We collect all additional information as you provide to us voluntarily, including feedback and your response to any communication from us.
(f) You may provide sensitive personal information to us, such as information about your political opinions. You are not obliged to provide such sensitive personal information but, if you do provide it, you consent to such information being processed by us as described in paragraph 3 below.
2. How long will we keep your personal information?
(a) We will store your information for so long as you are subscribed to receive communications from us.
(b) After you unsubscribe we will keep your personal data on our records for a period of one year to enable you to easily resubscribe and for us to respond to any queries or complaints that you may have.
(c) We will keep statistical and computer use data for a period of 5 years.
(d) After this time we may continue to store your personal data, however such personal data shall only be processed where necessary for legal reasons.
3. How will we use your personal information?
(a) Where you provide information to us for a specific purpose, either through the website or in response to a communication from us, we will use your information for the specified purpose. For example, where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.
(b) We use your information collected from the website to enable your use of the website services, to personalise your repeat visits to our website and to administer the website.
(d) Once you have made a donation, we will use your information to send statements and receipts to you.
(e) We will also use your information to send you notifications that you have specifically requested and other non-marketing information, and to deal with enquiries and complaints made by or about you.
(g) We may provide other third parties with statistical information about our users, however, we will first ensure that this statistical information cannot be used to identify any individual user.
(h) We may engage a third party to help us carry out any of our activities and these third parties may be located in countries that do not provide the same level of protection as is provided in the United Kingdom. We will ensure that these third parties have an obligation to protect your information in the same way that we protect your information.
(i) We will not sell or rent your personal information to any third party.
(j) The Electoral Reform Society is a limited company owned by its members. The names and addresses of all members are added to our statutory Register of Members which is available for to fellow members for inspection.
If you have consented to receive campaigning communications, we will use your information to send you communications relating to the Society and on behalf of carefully selected third party supporters, which we think may be of interest to you. We will only send campaign information by email or other electronic means where you have specifically agreed that we may do so.
You have a right to request that we stop contacting you for campaigning purposes at any time. If you no longer wish to be contacted for campaigning purposes, you can unsubscribe from the Electoral Reform Society by emailing firstname.lastname@example.org.
5. Data about another person
If you provide us with information about another person, you must first tell them that you will be passing their information to us and the purposes for which their information may be used (as set out in paragraph 3). You must ensure that they consent to us storing and using their personal information.
6. Cookies and tracking technology
A cookie is a text file that is placed on your hard disk by a web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you. This information is used to track visitor use of the website and to compile statistical reports on website activity, as described in paragraph 3 above.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. Please note that if you choose to decline cookies, you may not be able to fully experience the interactive features of our website services. For further information about cookies and how to refuse and delete them visit www.aboutcookies.org or www.allaboutcookies.org.
7. Security of your personal information
Your information will be kept confidential on our secure Engaging Networks database (except as specifically described in paragraph 3). We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. You are responsible for keeping your user details confidential.
8. Policy amendments
9. Your rights
You are entitled to ask for a copy of any information that we hold about you. If you would like us to provide a copy of this information, please e-mail the Website Manager at email@example.com or write to:
The Data Protection Manager
Electoral Reform Society
2-6 Boundary Row
Please enclose proof of your identity with your request.
We will reply within forty days.
10. Third party websites
11. Updating information
Please let us know if the personal information which we hold about you needs to be corrected or updated at firstname.lastname@example.org. We will update our records within 10 working days of receiving your email.