Introduction / Who Are We?
We are the Secular Franciscan Order in Great Britain (OFSGB). The national fraternity comprises England, Scotland and Wales and is divided into nine regional fraternities. As we are part of an international order whose full international title is Ordo Franciscanus Saecularis we use the acronym OFS.
This policy sets out how we use personal data that we hold about you, and how you can control the way in which we use that data and what actions you can take if you would like to change the way in which your data is being used. In this notice “we”, “our” “us” and “OFSGB” means the Secular Franciscan Order in Great Britain, which operates this website.
For the purpose of the Data Protection Act 1998, the General Data Protection Regulation (EU) 2016/679 and any subsequent UK data protection legislation (the Legislation), [OR: applicable legislation in force from time to time] the data controller is OFSGB. Our national office is at: Poor Clare Monastery, 102 Galley Lane, Arkley, Barnet, Herts EN5 4AN.We will take all necessary steps to ensure that your personal data is processed by us in accordance with these data protection laws.
This privacy notice aims to give you information on how we collect and process your personal data through your use of this website and your subsequent interactions with us.
If you have any concerns relating to the handling of your Personal Information, please speak to our National Data Protection Officer who will be appointed after the National Elective Chapter in September 2018. In the meantime please contact the National Executive. If you are still unhappy you may refer the matter to the Supervisory Authority, the Information Commissioner’s Office, who can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF https://ico.org.uk/ , or https://ico.org.uk/concerns/ Telephone: 0303 123 1113.
Find Out About:
1 What Personal Information May We Collect From You?
We are a membership organisation which exists to promote and develop the Secular Franciscan Order in Great Britain.
We hold data on members, and also on others who may have subscribed to receive regular updates, and others who may take part in our programme of events and activities.
Personal Information is information or pieces of information that could allow you to be personally identified.
We may collect and process data about you including the following. We may collect non-personally identifiable information about you in the course of your interaction with our site. This information may include technical information about the browser or type of device you’re using. This information will be used purely for the purposes of analytics and tracking the number of visitors to our site.
- your personal name (and / or username);
- your address
- your e-mail address(es);
- your phone number(s)
- and other relevant contact details and preferences
- Records of donations
- Information arising from your membership of the Order: about our relationship with you, correspondence, minutes of meeting, attendance at events etc.
- Occupation, skills and professional activity, network(s) and interests where relevant to our needs
- Age and family information where relevant to our needs
- your financial, credit and debit card information if you make a payment for an event, or make a donation, or a 100 Club entry.
- technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, device information; [Your IP address is recorded when you perform certain actions on our site. Your IP address is never publicly visible.]
- information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page;
- information collected through cookies, pixel tags and other technologies including shopping habits and preferences;
- location information;
- aggregate information; and
- demographic information and other information provided by you.
2 How Do We Collect Your Data?
Information You Give Us
Some of the information we hold about you will have been provided directly by you.
We collect some or all of this information in the following cases:
- You register as a member on this site.
- As part of your membership of a local fraternity.
You complete a form to register for an event, or an election form if you stand for an office. when you have taken part in one of more of the activities outlined above.
Using social media logins and/or other plugins, participating in our surveys which may be sent to you from time to time or by corresponding with us by phone, email or otherwise. This includes information you provide when you register to use our site, upload or download content.
Information We Collect About You
Each time you visit our site [or interact with the emails we send to you] we may automatically collect the following information:
We collect data about our website’s visitors using technology such as cookies, device IDs, IP addresses and location data. This can include information about your location, the type of device you are using and your online browsing history.
- Internet protocol: Your IP address used to connect your computer to the internet, your login information, browser type and version, operating system and platform. Your “IP Address” is a number that is automatically assigned to the computer or device that you are using by your Internet Service Provider (ISP). An IP Address is identified and logged automatically in our server log files whenever a user visits the site, along with the time of the visit and the page(s) that were visited;
- Browser or device: Certain information is collected by most browsers or automatically through your device. We use this information for statistical purposes as well as to ensure that the site functions properly;
- Visit: including the URL to, through and from our site (including date and time); pages, resources and/or products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page;
- Emails: including whether you have opened the email, the number of times the email is accessed, and your interaction with email content including the links you have clicked.
- Physical Location: We may collect the physical location of your device.
- Comments: When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. Visitor comments may be checked through an automated spam detection service.
We also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
- We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
Information We Receive From Other Sources
3 How Do We Use Your Personal Information?
We may use information held about you in a number of ways including:
The core activities we carry out with your data enable us to:
- Send information to you about the OFSGB
- Provide contact details for enquires from members of the public
- (only if you give your specific consent)
Information for other members:
- Administer bookings for events,
- Administer donations,
- Promote the aims and objectives of OFSGB through any other activities not specifically mentioned but similar in nature to the original purposes for collecting the data.
Register of Members: We would like to include your name and contact details in our Register of Members. It is intended that members of local fraternities have access only to the contact details of other members of their fraternities and of the regional officers. Regional officers would have access to contact details for all members of their region, and the contact details of all national officers. National officers would have access to contact details of the regional officers of all regions. We will only include you if you give your specific consent for us to do so. You can ask for your all or any of details to be removed at any time.
4 Storage & Security: How We Protect Your Data, And How You Can Protect Your Own Data
We are committed to ensuring that any information you provide to us is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable measures and procedures to safeguard and secure the information that we collect
Data held electronically on member’s computers, such as lists of members, will be held on password protected computers that are also protected by a recognised firewall and Anti Virus system that is frequently updated.
Data held on paper, such as minutes books (for minutes of fraternity meetings etc), copies of profession certificates, will be held in as secure a location as possible: details for local fraternities may be held by local fraternity officers, details relevant to regions may be held by regional a officers, and national data held by national officers. Data may be held in the homes of local fraternity officers, regional fraternity officers and national fraternity officers, with the national archive held at the national set at XXXXXX. Registration forms for events will generally be destroyed on completion of the event.
How Long Do We Retain Your Data?
We will keep your information only for as long as it is relevant and useful for the purpose for which it was originally collected. Relationships between members and OFSGB are generally long term ones, and so we will keep your data for as long as that relationship exists, or until we no longer need it.
If you leave a comment on a post, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
We retain cookie data and corresponding third party data for 13 months from when it was collected from your device.
We may need to retain your data for a longer period if there is a legal claim or if we are required to so by any regulation.
Storage of Data Outside the European Economic Area (“EEA”)
All information you provide to us is stored on our secure servers. It may be necessary in the future for us to transfer your personal data to third parties who are located in countries outside of the European Economic Area (“EEA”). These countries may not have as comprehensive data protection standards as in the UK. In each case, we will not transfer your data outside of the EEA unless we have your explicit consent to do so (or have another legal justification for doing so) and where we have ensured that all adequate protections are in place in respect of the processing of such data outside of the EEA. If you require more information about these international transfer of data, please contact us using the details set out in the “Contact Us” section below. Where relevant, you are entitled to see a copy of any safeguards which we have put in place.
Links to Other Websites
Third Party Sites: The OFSGB website contains links to other websites. If you use a link to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting these sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
What Can You Do To Keep Your Personal Information Safe On Your Personal Devices?
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is is a public / private sector partnership supported by HM Government and leading organisations in banking, retail, internet security and other sectors. Their site says: “Get Safe Online is the UK’s leading source of unbiased, factual and easy-to-understand information on online safety.”
5 Disclosure Of Your Information: Who We Share Your Data With
In principle we do not share your data with anyone else or any other organisation unless it is necessary for the purpose for which you have given us the data or described in this notice. Examples are given below:
- In some circumstances the law requires us to disclose information to another party. An example is the reclaim of tax on Gift Aid. If you Gift Aid a donation, then we are required to tell HMRC the name and postcode of the donor and the date(s) and amount(s) of any such donation.
- We may share basic information on the attenders at an event or function or meeting with the host.
- We may pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mailing house in order to send a newsletter. A contract is always in place with a Data Processor, and they are not allowed to do anything with your data other than that which we have requested. In these cases we never lose legal control of your data.
We may share your personal information with our external third party processors for the purposes of the provision of our services to you and to help us improve our services.
We may share your information with selected third parties including:
- Third Party Organisations and Websites: We may also share your information (including personal data) with selected third parties who help us deliver the site and our services to you. We will only use companies who can provide adequate safeguards to ensure your data is stored and handled securely.
- Third parties including business partners, suppliers and sub-contractors who provide services to us (such as credit card processing services, order fulfilment, analytics, site management, information technology and related infrastructure provision, customer service, e-mail service providers for sending transactional and marketing emails, auditing, and other similar services). When we share Personal Information with such third party providers we require that they use your Personal Information to the extent necessary for providing services to us (or you, as the case may be) and not for their own marketing purposes;
- Advertisers and advertising networks – We will never share sensitive Personal Information, such as your bank, credit / debit card or full address details for such purposes.
6 Your Information: Access, Modification and Your Choices
You have the right to access, change and/or delete Personal Information we hold about you. Your right of access can be exercised in accordance with applicable laws. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you. We will notify you if a charge is applicable before proceeding with your request.
We will try to comply with your requests as soon as reasonably practicable and within a maximum of 30 days. If your request is more complex, will we provide an update within 30 days, and aim to comply within a maximum of 90 days. Please note that despite our efforts, there may be residual information that will remain within our databases and other records, which will not be removed or changed immediately. Further, please note that we may need to retain certain information for record keeping purposes.
The consequences of choosing not to provide your Personal Information that we request from time to time are that we may not be able to deliver fully the available services Please Contact Us if you would like to understand more about your options.
You have the following rights under data protection legislation in relation to the processing of your personal data: For further information in respect of your rights as a data subject, please see details on the Information Commissioner’s Office.
- The right to be informed
- The right of access: you have the right to request a copy of the data that we hold about you …. by submitting a ‘Subject Access Request’.
- The right to rectification: you have a right to correct data that we hold about you that is inaccurate or incomplete.
- The right to erasure (to be forgotten): you can ask for the data we hold about you to be erased from our records.
- The right to restrict processing: you can ask for us to restrict the way we process your data.
- The right to data portability: you have the right to have the data we hold about you transferred to another organisation.
- The right to object: you have the right to object to our processing your data where we are relying on a legitimate interest in order to process it.
- The right to prevent automated decision making and Profiling.
- The right to withdraw your consent: you have the right to withdraw your consent at any time.
Please note that these rights are not absolute and certain exemptions apply. For example activities like processing Gift Aid donations, may mean we cannot entirely stop processing your data. However, we will always endeavour to comply with such a request.
8 How To Contact Us
If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact us at firstname.lastname@example.org Our OFSGB National Office is at: Poor Clare Monastery, 102 Galley Lane, Arkley, Barnet, Herts EN5 4AN.