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Inner Wheel Privacy Policy

ASSOCIATION OF INNER WHEEL CLUBS IN GB & I – PRIVACY NOTICE

This privacy notice tells you what to expect us to do with your personal information when you become an Inner Wheel member, take up a voluntary role with us, or make general contact with us.
Inner Wheel is the controller for the personal information we process, unless otherwise stated.
The Association of Inner Wheel Clubs in G.B & I
Warwick Square
London
SW1V 2AT
0207 8344600

The personal information we process is provided to us by you for one of the following reasons:

  • You have made an enquiry to us;
  • You have become a member of Inner Wheel;
  • You wish to attend, or have attended an Inner Wheel event;
  • You have applied for a job with us.

Enquiries

What information does Inner Wheel collect?
Inner Wheel may ask you for your name and basic contact details if you make contact with us to make an enquiry.

Why does Inner Wheel process personal data?

Inner Wheel will ask for basic details in order to deal with your enquiry and will request consent to hold your details for this purpose.

Who has access to data?

This information will be shared only with the necessary Inner Wheel representatives, in order to deal with your enquiry.

How does Inner Wheel protect data?

Data will only be shared with those who need to have access to respond to the enquiry.

For how long does Inner Wheel keep data?
Data will be deleted once the enquiry is dealt with.

Members

What information does Inner Wheel collect?

Inner Wheel collects a limited range of information about you. This includes: your name, address and contact details, such as a telephone number and email address. This information will be collected on your membership form when you join, and any updates provided by you to ensure your data remains up-to-date.

Why does Inner Wheel process personal data?

Inner Wheel has a legitimate interest in processing personal data to administer your membership with the Association and to ensure that we have a record of our members, for purposes such as insurance, for example.

Who has access to your data?

Your information will be processed securely by Inner Wheel and may be shared internally (for the processing and administration of your membership) and with your local district and club officers, to enable the effective administration of the club.

How does Inner Wheel protect data?

Inner Wheel takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees and officers in the proper performance of their duties.

For how long does Inner Wheel keep data?

The information you have provided in relation to your membership will be retained until you cease to be an Inner Wheel member. Personal data will be deleted on confirmation to the Association office of your membership ending.

Members taking on officer roles (eg Executive Members, Members of Council, District Officers, and Club Officers)

Inner Wheel has a legitimate interest to process your basic contact information, and share this internally within Inner Wheel, and with other office holders, to enable the effective operation of the Association.

Data processors are third parties who may support us in our administration, for example our printers to enable the production of our Handbook. Our contractors cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

The information processed in relation to your officer role will be retained for the 12-month period of your office, or until you cease to be an Inner Wheel office holder.

Inner Wheel Events – Conference and Assembly

Inner Wheel may request personal data for the purpose of registering you for Conference or Assembly, such as contact information, dietary requirements or access provisions. This will be collected, with consent, via the event registration form, which will advise you of the personal information required.

The information is stored securely on the Inner Wheel database and will be accessible by Inner Wheel to enable you to be registered for the Conference/Assembly effectively. Basic information may be shared with event co-ordinators to enable notified requirements to be managed.

All personal information requested in relation to registration for events will be retained during the registration period, and both paper and electronic records will be deleted within 3 months of the event having taken place.
Your rights

If we process your personal data, you have a number of rights. You can:

  • request copies of your personal information;
  • ask Inner Wheel to rectify incorrect or incomplete data;
  • require Inner Wheel to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
  • object to the processing of your data where the Inner Wheel is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, please contact Melanie Nichols in the Association office – e-mail address: melanie_iw@btconnect.com.

If you believe that Inner Wheel has not complied with your data protection rights, you can complain to the Information Commissioner’s Office

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to Inner Wheel however, if you do not provide the information, Inner Wheel may not be able to process your membership properly or at all.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated October 2021.