Privacy Policy

  

Our Privacy Promise

We take your privacy seriously and we respect your privacy and data protection rights. This privacy notice aims to give you information on how we collect and process your personal data through your use of our websites, mobile apps and our services, including any data you may provide through our websites, mobile apps and our services when you sign up to receive news.

Please take time to read this privacy notice in full, together with any other privacy notice.

We sometimes collect and process Sensitive Data (such as your health information).

1. CONTROLLER

Fellowship of the Services 2015 is made up of different entities, Messes, District and Area. This privacy notice is issued by Fellowship of the Services 2015 on behalf of the FOS so when we refer to “we”, “us” or “our” in this privacy notice, we are referring to the relevant organisation within the FOS that is responsible for processing your data. Fellowship of the Services 2015 is the controller and is responsible for our websites, mobile apps and this service.

We have appointed a data protection officer (DPO), who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details below:

2. CONTACT DETAILS

Our full details are:

Data Protection Officer

fosregoff@gmail.com 

C/O 6 Lawnsway, Fellgate Estate, Jarrow, Tyne and Wear, NE32 4PT.

3. CHANGES TO THIS PRIVACY NOTICE AND CHANGES TO YOUR DETAILS

We will need to update this privacy notice from time to time as the law and/or our organisation changes and develops. We will endeavour to tell you in advance by sending a service message to you if we hold your email address. Otherwise, please look out for the flags on our websites and Minutes notices that indicates we have changed this privacy notice. If you continue to use our websites and Facebook after we have changed our privacy notice, we will take this as an indication that you accept the changes.

It is important that the personal data that we hold about you is accurate and current. Please keep us informed if your personal data changes during your time in Fellowship.

4. THIRD PARTY LINKS

Our websites, mobile apps and/or the service may include links to third-party websites. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, Facebook, we encourage you to read the privacy notice of every website, plug-in and/or application that you visit.

5. THE PERSONAL DATA WE PROCESS

Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may process different kinds of personal data about you, which we have categorised as follows:

Identity Data: including your name, address, Service Details, username (or similar unique identification numbers that we may apply to you), email address, title and date of birth.

Contact Data: including your, email address and telephone number(s).

Financial Data: for subscriptions use including any arrears.

Technical Data: including information we collect through your use of our websites and mobile apps, how often you visit and use our websites and mobile apps.

Profile Data: including your username your social media content (where this is in the public domain including posts and comments, pictures and video footage).

We also collect, use and share Aggregated Data such as demographic data for any purpose. 

Where we need to collect personal data by law, but we will notify you if this is the case at the time.

6. SENSITIVE DATA

In certain situations, we must collect Sensitive Data about you. Under data protection law this is known as “special category” data and includes details about your health and biometric data.

When do we process Sensitive Data? We only collect and process Sensitive Data where you provide such information to us in the following situations:

As part of any feedback and/or complaints which you raise with us, for example where you believe you have suffered a health issue following a visit to one of our venues (for example, suspected food poisoning or another health and safety incident), or where you believe we have been discriminatory against you (for example, discrimination based on your disability). When you provide details of what happened, this may include giving us Sensitive Data. We can process this Sensitive Data (together with any other relevant information), to investigate, address and resolve your issue and to administer any possible legal claims or out-of-court procedures.

7. HOW WE PROFILE AND THE LOGIC WE USE

How we collect your personal data

We use one method to collect personal data from and about you including through:

Direct Interactions: you may give us your Identity, Contact, Financial, Profile and Marketing and Communications Data by filling in forms or by corresponding with us by post, phone, email, social media or otherwise. This includes personal data you provide when you joined Fellowship.

Social Media Interactions: our website and services may allow you to interact with them by using your social media applications. This interaction may result in us collecting some of your social media content (including posts and comments, pictures and video footage), but only where this content is in the public domain and/or where this content has been sent by you to us in a private message via social media; and also your Technical, Profile and Marketing and Communications Data.

Automated Technologies: as you interact with our website and our services.

Other Third Parties or Publicly Available Sources: we may receive personal data about you from various third parties and public sources:

Technical Data from providers such as Google, advertising networks search information providers.

Marketing and Communications Data and Technical Data from online such as Google based outside the EEA.

Identity Data, Contact Data, Financial (Subs), Profile Data and Marketing and Communications Data from third party sites.

Profile Data and Marketing and Communications Data from social media providers such as Facebook based inside and outside of the EEA

Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EEA.

8. HOW WE PROCESS YOUR PERSONAL DATA

We only process your personal data when allowed to do so by law. Most commonly, we will process your personal data:

With your consent and please note that you have the right to withdraw your consent at any time by contacting us.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Where we need to comply with a legal or regulatory obligation. 

The below table sets out how we process your personal data. Please contact us if you would like further information about the specific basis for processing.

8A Activity

to manage the payment, Subs

to collect arrears 

Personal Data

Identity Data

Contact Data

Financial Data

Transaction Data

Basis for Processing

Performance of a Necessary and legitimate interests, being to recover arrears to us. 

8B Activity

To process your registration with us including:

to receive news, and updates 

to receive a voucher

to make full use of our apps

when you otherwise register as one of our members

Personal Data

Identity Data

Contact Data

Profile Data

Basis for Processing

Performance of a contract with you

8C Activity

Direct marketing to you and to send you direct marketing communications including via:

Email

Personal Data

Identity Data

Contact Data

Transaction Data

Usage Data

Profile Data

Marketing and Communications Data

Basis for Processing

In terms of tailoring our direct marketing, necessary for our legitimate interests, being to develop and expand our Organisation. 

In terms of sending direct marketing where you are a Companion and have not previously opted out of receiving such direct marketing, as necessary for our legitimate interests, being to offer you relevant information related to what we have previously provided to you.

In terms of sending direct marking where you are not one of our customers, with your consent given when you sign up to our mobile app, website or otherwise give your details and provide consent when doing so.

8D Activity

To understand our Companions, matching common information from various sources to build a profile of you; this may include:

understanding your habits, where you are from time to time, your personal circumstances and the things you may like, dislike and be interested in the ways you interact with us, such as subscribing to news, and updates, mobile apps, browsing website pages, interacting – e.g. by likes and comments – with our social media accounts and reviewing our products and services in public forums.

creating Aggregated Data

Personal Data

Identity Data

Contact Data

Technical Data

Transaction Data

Usage Data

Profile Data

Marketing and Communications Data

Basis for Processing

Necessary for our legitimate interests, being to develop our organisation and advertising campaigns to make these relevant for you, and tracking the effectiveness of our advertising campaigns.

8F Activity

To manage our relationship with you, which includes:

To notify you about changes to our privacy policy

To communicate with you about operational changes, services, websites and mobile apps,

To gather feedback from you about our websites, mobile apps from time to time

To respond to, deal with and address any questions, suggestions, issues or complaints you have raised and reporting and analysis in respect of these

To respond to any social media reviews, posts or other public comments you make about us, our brands, websites, mobile apps, or other activities.

Personal Data

Identity Data

Contact Data

Profile Data

Marketing and Communications Data

Sensitive Data (only as required for dealing with feedback and complaints about specific issues)

Basis for Processing

Necessary to comply with a legal obligation

Necessary for our legitimate interests (to keep our records updated and to study how Companions use our products)

8G Activity

To administer and protect our organisation and website and offer safe and secure use of our products and services, which includes:

the process of anonymising your information so that you are no longer identifiable to us, where we no longer need your data in an identifiable form

to provide safe access to our websites, mobile apps

to power user security measures and services, such as recognition of your usernames and passwords, as well as reset functions

to monitor security measures around our websites, mobile apps and to check they are not being abused or threatened

to protect you and our organisation against potential criminal behaviour, such as fraud

to administer troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data.

Personal Data

Identity Data

Contact Data

Technical Data

Usage Data

Profile Data

Marketing and Communications Data

Basis for Processing

Necessary for our legitimate interests, being to run our organisation, ensure security and prevent potential criminal behaviour

Necessary to comply with a legal obligation

8H Activity

To provide information to legal and regulatory bodies where we are under a legal or regulatory obligation to do so.

Personal Data

Identity Data

Contact Data

Technical Data

Transaction Data

Usage Data

Profile Data

Marketing and Communications Data

Sensitive Data

Basis for Processing

Necessary to comply with a legal obligation

We only share your information in accordance with the laws applicable to us and for the purposes set out above.

We share your personal data with: 

All of Fellowship including new Areas, Districts and Messes we might start in the future (acting as controllers or processors) who are all based in the EEA and who provide system administration services and for whom you may have agreed can provide you with marketing communications. 

Secretary’s (mainly acting as processors, but sometimes as controllers) who help us provide our websites, mobile apps, and related services to you; for example, websites, payment services.

Affiliated third parties (acting as processors and controllers ie Not Forgotten or RBL) that provide services to us like offers.

Rewards companies (acting as controllers) which you have signed up to, in order for you to receive the rewards and benefits they offer.

Any new partners (acting as controllers or processors) we may have over time; for example if we enter into a joint venture, reorganisation, and the other party may receive some or all of your information.

Any professional advisors (acting as controllers or processors); for example, our lawyers, insurers and insurance brokers, when they need it to provide advice to us or help us obtain insurance.

The Police, the Health and Safety Executive, local authorities, Her Majesty’s Revenue and Customs (HMRC), the Courts and any other central or local government bodies (acting as controllers or processors) where we are required to do so to comply with our legal obligations, or where they request it and we may lawfully disclose it, for example for the prevention and detection of crime or to report serious health and safety incidents.

We also may share the information we collect with other third parties (Treasurers Almoners Supervisors) where we are legally obliged to do so; for example, to comply with a court order.

9. HOW WE KEEP YOUR PERSONAL DATA SECURE

We take the security of your personal data very seriously and have in place appropriate security measures at all times, including where we share your information with partners, to protect your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. We have also put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


10. OUR RETENTION OF YOUR PERSONAL DATA

We can only keep your personal data for as long as necessary for the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

The precise length of time we hold your personal data for varies depending on the individual circumstances, but in determining the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

We view our retention periods to ensure that we are not keeping your data for longer than necessary. We ask all Companions that we keep data indefinitely due to record been archived and passed on to national archive.

11. YOUR RIGHTS

In circumstances, you may have the right to request access, rectification and/or erasure of the personal data that we process about you. You may also have the right to object to and/or restrict our processing of your personal data. Details of the rights are set out below.

Human intervention: you may request human intervention where a decision has been made about you based solely on automated processing, and/or you may challenge that decision (this may happen in the context of seniority process where we collect information relating to if a Companion has attended the GCM etc.

Access: you may request access to your personal data, which enables you to receive a copy of the personal data that we hold about you and to check to see if we are processing it lawfully.

Transfer: you may request that we transfer your personal data to you or a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Please note that this right only applies to automated information which you initially provided consent for us to use.

Rectification: you may request rectification of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Erasure: you may request erasure of the personal data that we hold about you. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. And this will also mean that if we delete your data then you will have to leave Fellowship.

Object: you may object to how we are processing your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Restriction: you may request that we restrict how we process your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Withdrawal of Consent: where we have relied on your consent to process your personal data you will have the right to withdraw your consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, you may not be able to stay in Fellowship. We will advise you if this is the case at the time you withdraw your consent.

To exercise any of these rights please contact us using the details in paragraph 2 (CONTACT DETAILS).