The Latin Mass Society is committed to protecting the privacy of our members and supporters. We take your privacy seriously and treat all the information you give us with great care. Our Privacy Policy explains how we collect, store and use the personal information you give to us. If you have any questions concerning your personal data and how we look after it then please contact us at info@lms.org.uk As a data controller we fully comply with the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003, General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and other relevant legislation. We are exempt from being recorded on the ICO Data Protection Register Latin Mass Society 9 Mallow Street, London EC1Y 8RQ. Registered Charity 248388
WE PROMISE
- To be clear about why we need to collect your personal information and what we are going to use it for
- To make it easy for you to tell us how you would like us to keep in touch
- To only collect the information we need to make sure we deliver the best service
- To never sell or share your personal information, or let other organisations use it for marketing
- To take good care of your personal information, and make sure it is up to date, safe and secure at all times
- To make sure that any suppliers or partners who carry out work on our behalf meet the same high standards that we adhere to when handling your personal information
POLICY OVERVIEW
We collect personal information from our supporters who use our website; from people who attend our events; supporters who apply to become Members, make a purchase or donation and from those who get in touch with us directly. We do this both electronically and in paper format. In addition we also collect details automatically about the pages you visit on our website. Please see our Cookies policy below for more information. In choosing to share your personal information with us, you will be agreeing to our collection and use of your information as described in this policy. If you no longer want us to process your personal details you can ask us to stop at any time by contacting info@lms.org.uk We use the information you share with us to:
- Make sure you receive the product, service or information you have requested or bought
- Carry out reasonable administration of your membership, donations, bookings, volunteering and other services
- To keep in touch with you in the way that you want us to
- To better understand our supporters so that we can personalise and improve the services we offer
We will need to make changes to this policy from time to time, to make sure that we are always providing you the latest information about what is happening to your personal information.
WHAT INFORMATION DO WE COLLECT AND HOW?
We collect personal information about you that helps us to deliver and improve our services. This includes:
- Name and address
- Email address and telephone numbers
- Date or year of birth
- Payment information such as credit card and bank details
- How you would like to hear from us
- Events you have attended
- Details of purchases, membership, Gift Aid Declarations, donations and legacies>
- Details of job applications and your volunteering activity
- Enquiries and feedback
- Interaction with our social media pages
If you have provided details for someone else, for example by buying a gift membership for them, we will not contact that person until they have been given the opportunity to let us know their communication preferences. When visiting our website we also collect information about your IP address and the pages you visit. This helps us to understand which areas of our website are most useful to our supporters and make improvements. This does not tell us who you are and where you live until you choose to provide us with that information. Please see our Cookies policy below for more information.
WHAT DO WE DO WITH YOUR INFORMATION?
PROCESSING
We will make sure that you receive the product or service you have requested, process any payments and send you information relating to that service. If you have joined as a Member this will include sending you confirmation of your subscription and membership materials, such as membership card, information on how to use your membership, regular magazines. We will also send you information about membership renewal and information relating to your Direct Debit payments, where applicable. If you have made a donation, this may include thanking you for your support and letting you know how your contribution has helped us. We will also do our best to keep your information up to date. This includes monitoring returned mail to let us know if you no longer live at the address we hold for you. Please do let us know if your details have changed.
MARKETING AND COMMUNICATIONS
Receiving marketing and promotional information from the Latin Mass Society will always be your choice, and you can choose how you would like to receive that information from us. You can change your mind at any time, and we will keep your preferences up to date. We may at times invite you to events for fundraising, or ask you if you are able to support us further but only if appropriate and in line with this privacy policy. We will only contact you for marketing purposes by telephone or text message (SMS) if you have told us we can. We will only contact you by email if you have told us you would like to hear from us this way, and to let you know about services you have previously bought. Every email will have a link to help you unsubscribe if you wish to stop this. We may contact you occasionally by post, however you can also stop this at any time by contacting info@lms.org.uk
WHO WILL HAVE ACCESS TO YOUR INFORMATION?
Your information will be only be accessible to our staff, Local and Assistant Representatives, volunteers and contractors if they are trained and it is appropriate and in order for them to carry out their role in line with this Privacy Policy. We will never sell your personal information, or let other organisations use it for their own purposes. We will only share your personal information where:
- We are legally required to, or as a result of a lawful request by a governmental or law enforcement authority.
- We have engaged a supplier or contractor to carry out services on our behalf, such as order fulfilment, sending our communications or carrying out research and analysis.
We only work with trusted suppliers who have agreed to treat your information as respectfully as we do and in accordance with the requirements of the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) Our website may contain links to other websites that are outside our control and are not covered by this Privacy Policy. If you access other sites using the links provided, the operators of these sites may collect information from you that will be used by them in accordance with their privacy policy, which may differ from ours.
HOW DO WE KEEP YOUR INFORMATION SAFE?
The security of your information is paramount to us. We use encryption for transfer of data (for both our website and CRM) and our networks are regularly monitored to ensure they remain secure. Access to the admin side of our website and CRM is by Two Factor Authentication (2FA). We also regularly review our measures to ensure they are up to date and in line with latest developments, particularly when we are handling payment information. If you have a password to allow access to certain parts of our website, you must keep that password safe and not share it with anyone or your personal information could be at risk. Data that is transmitted via the internet or in email, cannot be 100% secure. As a global environment, transmitting data to us may take place outside the European Economic Area. We will take every reasonable precaution to keep your information safe but it cannot be guaranteed and so please be aware that any information you do transmit to us is at your own risk. Once we have received your information we will use our best effort to ensure its safety within our network, a network which sits within the European Economic Area. We will only hold your personal information for as long as reasonably necessary to carry out services and administer your relationship with us. We may be required to hold it longer for legal or taxation reasons. If we dispose of your information it will always be done securely.
HOW TO GET IN TOUCH AND UNDERSTANDING YOUR RIGHTS
You have the right to a copy of the information we hold about you. This is called a subject access request. If you would like to make a subject access request you can do so by contacting us at info@lms.org.uk You also have the right to have incorrect information corrected and the right to object to further processing of your personal information for direct marketing. You also have the right to be forgotten by having your personal data deleted. If you need help or have any questions about this policy and your rights in regarding the processing of your personal information please contact: The General Manager Latin Mass Society, 9 Mallow Street, London EC1Y 8RQ. For broader advice and guidance please contact the data protection regulator: The Information Commissioner Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Telephone: 01625-545700 Fax: 01625 524510
COOKIES
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone of other mobile device. These are small files known as ‘cookies’. They cannot be used to identify you personally. These pieces of information are used to improve services for you through, for example:
- Enabling a service to recognise your device so you don't have to give the same information several times during one task.
- Recognising that you may already have given a username and password so you don't need to do it for every web page requested.
- Measuring how many people are using services, so they can be made easier to use and there's enough capacity to ensure they are fast.
THIRD PARTY COOKIES
To make it easy for you to use and share our website, we embed features from other websites such as Google services and PayPal. Browsing the Latin Mass Society website may place cookies from these third party websites on your computer. The Latin Mass Society has no control over these cookies so it is not always possible to list them, and they are liable to change without notifying us. We may refer to churches, organisations and other bodies and enable access to their websites directly from our website. Each company, organisation or body should operate its own policy regarding the sale of personal data and the use of cookies. If you have a particular interest in, or concern regarding, the way your data will be used by them then you are advised to read the Privacy Statement on the relevant website. In addition to these policies your personal data is protected in the UK by the Data Protection Act 1998 and the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679). Under these Acts we will only process any data we hold about you in a lawful and fair manner. We will keep your data securely to prevent unauthorised access by third parties. Your personal data may have to be disclosed if we are required to disclose it by law, or as a result of a lawful request by a governmental or law enforcement authority.
ARCHIVE MATERIAL
All archive material held in Mallow Street is held in lockable filing cabinets. Updated March 2018