Tadley and District Chamber of Trade (TADCT) is a not for profit organisation run by a committee of volunteers and is a ‘controller’ under the General Data Protection Regulation. The committee members are detailed on our website.
Data protection law is changing on 25 May 2018 and organisations need to be ready for the General Data Protection Regulation (GDPR). The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier.
Article 5 of the GDPR requires that personal data shall be:
a) processed lawfully, fairly and in a transparent manner in relation to individuals;b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is
incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal
data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f) processedinamannerthatensuresappropriatesecurityofthepersonaldata,includingprotectionagainst unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
What information will we collect from you?
We will only collect information from you that is (1) relevant to the adverts that you ask us to place in the Tadley Roundabout Book, TADCT website and listing as a member of TADCT (2) that enables us to send you our newsletters and invites you to advertise in future annual publications. In particular we may collect the following information from you that is defined as ‘personal data’:
- Email address
- Telephone number
- Business name and address
- Business contact details
- Business Website address
- Photographs that you supply to us for use in your advert or our newsletters
How Tadley & District Chamber of Trade looks after personal information
The data that the Chamber of Trade keeps is limited to advertisers in the Roundabout Book and those who have requested to become members of the Chamber of Trade but do not advertise. It includes the individual’s name, business name, address, telephone number and email address. It is kept in an Excel spreadsheet, updated annually after the publication of that year’s Tadley Roundabout Book.
Only one electronic copy of the spreadsheet is kept and it is password protected.
How we use the information
Contact by post: Two editions per year of the newsletter; One application form per year for an advert in the next edition of the Roundabout Book.
Contact by phone: A reminder call if a completed Roundabout Book application form is not received by the published cut-off date.
Contact by email: A proof of a new or amended Roundabout Book advert.
We may also use it for:
- Administering accounts
- Processing your bank/credit card details in order to obtain payment
- The prevention and detection of fraud
Who will we share your information with?
We do not share your information unless we are required to do so in law.
We may also disclose your information to debt collection agencies if you do not pay our bills.
How long will we keep your information for?
We will keep your information throughout the period of time that we advertise for you and afterwards for a period of six years as we are required to do by law.
Accessing and updating your data
You have the right to access the information we hold about you and request amendments. Please email your requests to firstname.lastname@example.org so that we can obtain this information and make changes for you.
Who can you complain to if you are unhappy about what we have done with your information?
If you are unhappy about how we are using your information then initially you should contact us at email@example.com and if your complaint remains unresolved then you can contact the Information Commissioner’s Office, details are available at www.ico.org.uk
A directory lis-ng is published for every member. Informa-on published is limited to business description, company name, contact details and postcode. Roundabout Book adver-ser entries include a copy of their approved advert which may contain addi-onal information.