The Gurney Fund (the Fund) complies with the General Data Protection Regulation (GDPR) from 25 May 2018 and is registered as a ‘Data Controller’ with the Information Commissioner’s Office (Registration No: ZA084340). The personal data collected will be processed lawfully, fairly and in a transparent manner and will be kept safe and secure. The Fund’s lawful basis for processing your personal data is based on your consent.
1. What information do we collect about you?
- 1.1 The Fund collects information about you when contacted by your force, when you contact us or when you use our website. This may include special category data relating to health to enable the Fund to assess applications from those retired on medical grounds and for Fund holiday helpers and participants.
- 1.2 Information about your computer or device including, where available, your IP address, operating system and browser type may also be collected for system administration purposes.
2. How will we use the information about you?
- 2.1 Personal information is collected to enable the Fund to:
- contact you;
- register beneficiaries, trustees, holiday helpers and contacts;
- enable trustees to assess an appropriate level of assistance for applicants;
- keep you informed about the Fund;
- offer places on Fund holidays and activities and to liaise with crew and helpers for these events.
Where consent is received the data will be retained indefinitely to facilitate answering any queries you may generate and for historical, statistical and research purposes. It will be securely archived off-line.
- 2.2 You have a duty to keep the Fund informed of changes relating to your personal data. This is because it is important that the personal data we hold about you is accurate and current.
- 2.3 For the website information may be used to personalise or enhance your browser experience.
- 2.4 To comply with the Fund’s Memorandum & Articles of Association “need of relief” has to be established for applications for assistance. The following outcomes may apply to new applications:
- Children are registered with the Fund and an allowance provided;
- Registration may be declined.
- 2.5 Where assistance is provided reviews are conducted annually to confirm that “need of relief” continues to apply the outcomes are:
- Allowances continue at the same/ increased / reduced level;
- Allowances cease as need cannot be established”.
Where an allowance ceases contact may be maintained.
- 2.6 Personal information will be shared internally for data processing; registration & Fund reviews and holiday administration. Fund representatives will contact you in connection with this.
- 2.7 The outcome of applications, reviews and beneficiaries attending Fund holidays may be advised to the following from subscribing forces: Chief Constables, Local Representatives, the Secretaries of Boards from the Police Federation of England and Wales. For Fund events personal data will be shared with holiday providers and helpers.
- 2.8 The information collected will only be stored and transferred within the European Economic Area (EEA). Where this includes personal information all reasonable steps will be taken to ensure that it is properly protected. The EEA comprises the EU member states, Norway, Iceland and Liechtenstein.
- 2.9 Please note that the transmission of information via the internet is not completely secure. Whilst the Fund will do its best to protect your personal data it cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk.
- 2.10 In the event of a personal data breach you will be informed without undue delay and in any event within 72 hours.
- 2.11 Personal information is retained by the Fund in accordance with your consent.
3. Disclosure of your information
- 3.1 The Fund may disclose your personal data in the following circumstances:
- to a regulatory or governmental body to which the Fund is responsible for example the Charity Commission, Companies House, HM Revenue & Customs, with whom we are required to share information;
- to our professional advisers for example the Fund’s accountant/auditor, legal adviser, but always taking safeguards to protect the confidentiality of personal information;
- to trustees and subscribing forces to ensure that an appropriate level of assistance is being provided;
- in the prevention or detection of crime or money laundering; or
- where the Fund is otherwise required to do so by law.
- 3.2 The Fund does not disclose or share sensitive or confidential information without your explicit consent, except where disclosure is required by law, or where we have reason to believe that failing to do so would put you or someone else at risk.
- 3.3 The Fund reserves the right to monitor and record electronic communications (website, e-mail, telephone conversations) for the purposes of keeping records, staff training, detection, investigation and prevention of crime.
4. The Fund engages a freelance marketer who is provided with controlled and monitored third party access to personal data for the purposes of marketing and promoting the Fund’s aims and objectives.
5. E-mails sent or received may be retained as a record of contact and your e-mail address stored for future use. If we need to e-mail sensitive or confidential information to you, we will perform checks to verify the correct e-mail address and may take additional security measures. If sending such information we recommend using our secure on-line form where available, or the postal service.
6. Your rights (Access to your personal information and correction)
- 6.1 You may decide you do not wish your personal information to be collected or shared, or may set conditions on the Fund’s use of this information. In such cases the Fund may not be able to provide the assistance requested or may only be able to provide it in a limited way. There are occasions where the Fund has a statutory obligation to collect or use personal information.
- 6.2 You have the right to request a copy of the personal information that the Fund holds about you. The Fund will respond without delay and at the latest within one month of receipt of your request.This information will be provided free of charge, however, a reasonable fee (covering the cost of administration) will apply when a request is manifestly unfounded or excessive, particularly if it is repetitive.
- 6.3 You have the right to have information corrected. The Fund will respond within one month. This may be extended by two months where the request for rectification is complex; you will receive an explanation regarding the delay and notification regarding your right to complain.
- 6.4 If you have a complaint about why your information has been collected; how it has been used or how long it has been retained please contact us see Section 10.
- 6.5 The Fund wants to make sure that your personal information is accurate and up to date. You can ask us at any time to correct, delete or remove any of your personal information if you think that the information held is inaccurate and there is no compelling or legal reason for it to be retained by the Fund.
- 6.6 You have the right to ‘block’ or suppress processing of personal data. If invoked this may impact upon the assistance the Fund is able to provide or your interaction with the Fund. When processing is restricted the Fund is permitted to store personal data but not further process it.
- 6.7 You have the right to request the transfer of your personal data held by the Fund to another party.
- 6.8 Please e-mail firstname.lastname@example.org if you wish to have data corrected or deleted.
- 6.9 You have the right to complain to the office of the Information Commissioner at any time.
- 7.1 Cookies are text files placed on your computer to collect standard internet log and visitor behaviour information. For further information visit: www.allaboutcookies.org.
- 7.3 Browsers can be set not to accept cookies please note that if you remove cookies from your browser some of the Fund’s website features may not function properly as a result.
8. Other websites
The Fund’s website contains links to other websites. This policy only applies to the Fund’s website so when you link to other websites you should read their privacy & data protection policy.
9. Changes to this policy – The policy is reviewed regularly and any substantial updates will be advised.
10. How to contact us – If you have any questions about this policy please contact the Fund’s Data Protection Officer: Sherral Keywood.
Telephone 01903 237256
- The Gurney Fund
- 9 Bath Road
- BN11 3NU