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Privacy Notice

Kingston upon Thames Society - Privacy Notice (DRAFT).

This notice is to help you understand what information The Society collects, how we use it and what choices you have about it.
It is also to help us explain how we aim to comply with the new EU Data Protection Regulations (GDPR) that come into force on 26 May 2018. 

 1. How we collect information:

a) When you give it to us or give us permission to obtain it

When you become a member of The Society, you give us certain information voluntarily.

b) We also get technical information when anyone uses our website

Whenever you use any website, mobile application or other internet service, certain information gets created and logged automatically.
The same is true when you use The Societies website.
Here are some of the types of information we collect:

* Log data. When you use The Societies website, our CMS provider may record information (“log data”), including information that your browser automatically sends whenever you visit a website, or that your mobile app automatically sends when you’re using it. This log data includes your Internet Protocol address, browser type and settings, the date and time of your request, how you used The Societies website, cookie data and device data.
* Cookie data.  We may also use “cookies” (small text files sent by your computer each time you visit our website, unique to your browser) or similar technologies to capture log data. When we use cookies or other similar technologies, we use session cookies (that last until you close your browser) or persistent cookies (that last until you or your browser delete them). For more detailed information about cookies, please visit https://cookiesandyou.com .
* Device information. In addition to log data, our CMS provider may collect information about the device you’re using The Societies website on, including type of device, operating system, settings, unique device identifiers and crash data that helps us understand when something breaks. Whether we collect some or all of this information often depends on what type of device you’re using and its settings. For example, different types of information are available depending on whether you’re using a Mac or a PC, or an iPhone or Android phone. To learn more about what information your device makes available to us, please also check the policies of your device manufacturer or software provider.

c) Partners and advertisers DO NOT share information with us

We DO NOT advertise on The Societies website so your data is NOT shared in this way.

 2. What we do with the info we collect:

We use the information we collect to provide a Service to you. We commit to showing you content that’s relevant, useful and personal to you. 

In addition and for similar reasons, we have a legitimate interest in using your information in these ways. It is also fundamental to the nature of the Service we provide. In short, it’s necessary for us to do these things in order to make the Service relevant, useful and personal to you, and it’s in both of our interests for us to do that.

We also have a legitimate interest to improve The Societies website, maintain our relationship with you, and protect users. We both benefit when we use your information to:

* Conduct analytics on who is using The Societies website and what they are doing. 
* Improve The Societies website and offer new features.
* Send members news by email and post. For example, we send monthly newsletters that you can subscribe to. You can decide to stop getting these by contacting us.

 3. Transferring your information:

By using The Societies website, you authorize us to transfer and store your information outside your home country for the purposes described in this policy. The privacy protections and the rights of authorities to access your information in these countries may not be the same as in your home country.

Your information is stored in the European Economic Area (EEA).

 4. Choices you have about your info:

Our goal is to give you simple and meaningful choices regarding your information. If you are a member of  The Society, please contact us to do any of the following:

* Update information about you.
* Update your subscriptions at any time.
* Close your membership.

You also have choices available to you through the device or software you use to access The Societies website. For example:

* The browser you use lets you control cookies or other types of local data storage.
* Your mobile device lets you choose how and whether your data is shared with us.

To learn more about these choices, please see the information provided by your device or software provider.

 5. How and when we share information:

Some of the ways we use your information require us to share information with third parties, so we can provide your The Societies website experience, make sure our customization is effective and comply with laws that apply to us. We share your information with:

* Law enforcement agencies or government agencies. We only share information if we believe that disclosure is reasonably necessary to comply with a law, regulation or legal request; to protect the safety, rights, or property of the public, any person, or The Societies website; or to detect, prevent, or otherwise address fraud, security or technical issues.

 6. How long we keep your information:

We keep your information only so long as we need it to provide our service to you and fulfill the purposes described in this policy. When we no longer need to use your information and there is no need for us to keep it to comply with our legal or regulatory obligations, we’ll either remove it from our systems or depersonalize it so that we can't identify you.

 7. Our policy on children’s information:

Children under 13 are not allowed to join the The Society or use its website. If you are based in the EEA you may only use The Societies website if you are over the age at which you can provide consent to data processing under the laws of your country or if verifiable parental consent for your use of The Societies website has been provided to us.

 8. Your options:

You have options in relation to the information that we have about you described below. To exercise these options, please contact us. If you're an EEA user, you can:

* Access the information we hold about you. We'll usually share this with you within 30 days of you asking us for it.
* Have your information corrected or deleted. 
* Object to us processing your information. You can ask us to stop using your information, including when we use your information to send you emails or post to which you have subscribed. We only send you notifications if you've agreed to it, but if you'd rather we don't, you can ask to be unsubscribed at any time.
* Have the information you provided to us sent to another organization, where we hold this information with your consent or for the performance of a contract with you, where it's technically feasible.
* Complain to a regulator. If you're based in the EEA and think that we haven't complied with data protection laws, you have a right to lodge a complaint with the Data Protection Commission in Ireland or with your local supervisory authority.

 9. How to get in touch:

The Society is the data controller. This means it decides how your personal data is processed and for what purposes. To exercise all relevant rights, queries of complaints please in the first instance contact The Societies website here: Contact Us page.

 10. Document Version

We update this Privacy Notice from time to time so please do review it

A finalised version of this document will become effective before 25 May 2018.