Privacy policy
Below is the privacy notice of the Friends of the Joiners Arms (registered Community Benefit Society no. 7735, hereon ‘FOTJA’ or ‘we’). FOTJA is committed to keeping your data safe. At all times we strive to respect the information you share with us, or that we receive from other organisations.
The notice explains which personal data you submit when you apply to obtain shares in FOTJA. It sets out for what purposes we use and process this data. It also explains your rights with regards to controlling the collection and use of your personal data.
Please read this notice carefully to understand how we use your personal information. We may update this notice in the future, and will notify you accordingly.
The notice was last updated on 8 August 2022.
1. Questions about the privacy notice
If you have any questions or concerns about our privacy policy or your personal data, please contact us at: friendsjoinersarms@gmail.com
2. What personal information we collect
When you apply to purchase or obtain shares in FOTJA to become a shareholder, we collect and store the following personal information that you submit on our application form:
Your name(s)
Your date of birth
Your contact details, including your email and/or phone number
Your address
Your bank account paying details
The size of your shareholding and the amount you paid (or the amount considered as paid on the shares)
Date of which we registered your membership
3. How and why we use your personal information
FOTJA holds your personal data for the legitimate purposes to:
Process your application to become a shareholder of the Community Benefit Society, or buy additional shares, complete your registration for membership, and continue your shareholding.
Communicate with you for non-marketing purposes about your shareholding and/or any activities of FOTJA relevant to your membership.
Conduct our internal administrative and management operations, such as record-keeping.
Validate and provide evidence of the work of FOTJA for bids for funding and other sources of support.
Carry out business to business transactions and handle the administration of payments.
Maintain our insurance policies.
Comply with the requirements of the Financial Conduct Authority (FCA) and satisfy other binding legal obligations to which Community Benefit Societies are subjected.
Prevent fraud, misuse of services, or money laundering.
Establish, defend, and/or enforce legal claims.
4. Legal grounds for holding your data
The General Data Protection Regulation (EU) 2016/679 (“GDPR”) requires us to rely on one or more lawful grounds to process personal information. We consider the grounds listed below to be relevant:
Where necessary for the performance of a contract to which you are a party or to take steps at your request prior to entering a contract.
Where necessary so that we can comply with a legal obligation to which we are subject.
Where there is a legitimate interest in us doing so. In general, by “legitimate interests” we mean in the interests of running the Community Benefit Society. Where we process your personal information to achieve such legitimate interests, we consider and balance any potential impact on you, and your rights under applicable data protection/privacy laws.
5. When do we share your personal data
FOTJA occasionally provides information about members or customers to third party vendors such as grant making organisations or funders. This never contains personal information that may allow you to be identified. Any data we supply to third parties we always supply as aggregated and/or anonymised statistical information.
6. Duration of data storage
We remove your personal information from our records six years after the date it was collected, unless your personal information is still required in connection with the purpose(s) for which it was collected and/or is processed (for example, to allow you to be a shareholder). However, if before that date 1) your personal information is no longer required in connection with such purpose(s), 2) we are no longer lawfully entitled to process such information or 3) you validly exercise your right of erasure, we will remove relevant personal information from our records.
7. Rights of other people and organisations
The GDPR gives individuals eight data subject rights. For each of these it’s explained how you can exercise this right.
Right to be informed: this privacy notice is published on FOTJA’s website and will be freely issued on request.
Right of access: individuals and organisations may request a copy of the information FOTJA holds on them by contacting the above email address.
Right of rectification: individuals and organisations can correct inaccurate or incomplete data by contacting the above email address.
Right to be forgotten: in certain circumstances, individuals and organisations can request the erasure of any personal data stored on them by contacting the above email address.
Right of portability: in some circumstances, individuals and organisations can request the transfer any data in our possession to another company or organisation by contacting the above email address.
Right to restrict processing: in some circumstances, individuals can request to limit our use of their personal data by contacting the above email address.
Right to object: individuals have the right to challenge certain types of processing data, such as direct marketing, by contacting the above email address.
Rights related to automated decision making, including profiling: under most circumstances, individuals have the right to object to FOTJA making decisions about them by automated processes or profiling.
Find more information about your rights under GDPR.
8. Procedures for protection
All data held is stored on and protected by an encrypted cloud-based storage system. We endeavour to ensure that we have the appropriate and proportionate measures to prevent the loss, destruction, misuse, alteration, unauthorised disclosure of or access to personal information.
9. Availability of data storage & processing policies
The privacy notice is published on FOTJA’s website and is freely issued on request.