DATA PROTECTION AND PRIVACY POLICY JANGCHUB LING KADAMPA BUDDHIST CENTRE

INTRODUCTION AND KEY DEFINITIONS

On 25 May 2018 new legislation - General Data Protection Regulations - will be in place affecting how personal data can be held and managed by organisations. These regulations are a requirement for any organisation registered with the Information Commissioner’s Office.

Personal data is any information that allows another person or organisation to identify that individual. This definition provides for a wide range of personal identifiers to constitute personal data, including name, identification number, location data or online identifier, reflecting changes in technology and the way organisations collect information about people.

Information Commissioner’s Office

Jangchub Ling Kadampa Buddhist Centre is a charity based in the West Midlands offering meditation and teachings based in the Buddhist Tradition. Classes are held at the Centre and a number of branch locations across the West Midlands, Worcestershire, Hereford and Warwickshire. The Centre is run and managed entirely by volunteers.

At present Jangchub Ling KBC does not have requirement to register as it is a not-for-profit organisation that qualifies for exemption because it holds information only for the following purposes:

  • only processes information necessary to establish or maintain membership or support;

  • only processes information necessary to provide or administer activities for people who are

    members or who have regular contact with it;

  • only shares information with people and organisations necessary to carry out the organisation’s

    activities.

  • only keep the information while the individual is a member or supporter or as long as necessary

    for member / supporter administration

    However, as an essential part of the Centre’s day to day activities we do collect and retain some data so for reasons of transparency this policy document seeks to set out what information is held about individuals and how it is used. Typically Jangchub Ling Centre will hold accounts in- formation for a period of six years to ensure business records are adequate and maintained in accordance with regulations. No information held is transferred outside of the UK. However, information regarding study programme attendees, tenancy documents, volunteers and Committee Members will be held longer in accordance with the requirements of the Centre administration.

    If you have any queries about how your information is being retained and used please contact the Admin Director at admin@meditateinthewestmidlands.org

    General Data Protection Regulations

    These new guidelines set out strict codes of conduct for obtaining, recording, storing, updating and sharing information. It offers the following rights to individuals:

  • The right to be informed that your personal data is being obtained as per this policy document

  • The right of access to your information - requests should be sent in writing and will be responded to within 30 days.

  • The right to rectification - if any information that we hold about you is factually incorrect you

    have a right to have this changed.

  • The right to be forgotten - you can ask that we remove all information we have about you.

    Where it is appropriate that we comply your request will be actioned within 30 days.

  • The right to restrict processing - under certain circumstances you can restrict how an organisation uses your data

  • The right to data portability allows for the movement, copying and transfer of your electronic data to another organisation at your request.

  • The right to object to the continued use of your data for which you have previously consented.

  • Rights in relation to automated decision making and profiling.

    Any requests relating to the above information should be forwarded to the Admin Director for the charity at admin@meditateinthewestmidlands.org

    Data Privacy and Security

    Jangchub Ling Centre utilises a cloud based data storage system accessed via an encrypted and password protected service. Access to this is held by key personnel only.

Information held by Jangchub Ling KBC

Website

Please be advised that when you visit our website, you will be asked to give consent to the use of cookies. The information collected will include your Internet Protocol address and information about your visit such as the pages you viewed. We do this to help us understand the information you find useful when looking at the Centre’s activities and measure the number of people accessing the website. We do not pass this information on to third parties.

Members list

In accordance with the charities Articles of Association the Centre has a membership board and three Directors. Their responsibility is to oversee the Centre’s work and ensure we work in accordance with the New Kadampa Tradition’s Internal Rules, the Charity Commissions guidelines, Companies House legal requirements and various other items of legislation and best practice.

When an individual applies to become a member we hold the following information about them: • name
• address
• email

• telephone contact

This information is held in order to share agenda, minutes and Centre administration business such as calling a meeting.

Implied consent to hold this information is given on completion of the required form. In accordance with the new regulations a member or former member can request to have this information deleted if required.

Email list

The option to subscribe to emails from the Centre is available either by completing a form at a class or via the website. When signing up for emails it is specified that the person is consenting to receive communication from the Centre regarding courses, classes and events. The email provides an “unsubscribe” option or recipients can email and request that we take the details off the list.

Access to our email marketing service is password protected. This password is secured within a password management service.

Jangchub Ling only uses this information in order to contact individuals who have requested email contact and never shares this information with external third parties without specific permission.

Jangchub Ling uses Mail Chimp to collect email addresses for people signing up to the newsletter at check-out . Mail Chimp’s Privacy Policy documents can be found at: https://mailchimp.com/legal/privacy/

and EmailOctopus to collect email addresses and deliver bulk emails. EmailOctopus Privacy Policy documents can be found at: https://emailoctopus.com/legal/privacy

Gift Aid and accounts

Individuals who have kindly made a donation to Jangchub Ling Centre can, if eligible, sign a gift aid declaration in order that the Centre can claim against the gift. The information required includes their name, address and postcode. This information is submitted electronically to HMRC when a claim is made and a copy of the form held on our cloud database service and protected by encrypted password. This information is held for a minimum of six years in order to comply with accountancy rules.

Individuals who make subscription payments will also have information captured through bank statements and a contact list held on our encrypted document service.

Paypal

Individuals coming to the Centre have the option to pay for classes, courses and shop items via Stripe, Paypal or credit card. The Centre does not hold this information directly but it can be accessed via the Centre PayPal and Stripe accounts. Our credit card service will also hold data and is fully compliant with the financial regulations.

Volunteers

The Centre holds a record of regular volunteers including name, date of birth, address, next of kin, medical conditions and medication. The provision of this information is given on a voluntary basis and is to be used only if there is an accident and such information is required by emergency services or to alert next of kin. The information is held whilst the person is volunteering and is destroyed if the individual no longer participates in this manner.

Tenants

Tenants and prospective tenants complete an application form and this is held on our cloud service or email.



Digital images

Events run by Jangchub Ling Centre such as book talks, public talks, classes, courses and fundraisers are often photographed for use in marketing and social media. Please advise if you do not wish for your photograph to be taken.

A full copy of the policy can be obtained by contacting our Administration Director, Cheryl Bindley here