PRIVACY AND PERSONAL DATA POLICY - MARSHLAND (ESSEX) GROUP OF WEBSITES

This policy applies to the below websites

www.burnham.org.uk

www.dengie.org.uk

www.essexregiment.co.uk

www.essex-family-history.co.uk

www.marshland.org.uk

PERSONAL DATA is any data that can be used to identify a living person directly or indirectly is classed as personal data.

PERSONAL INFORMATION THAT THIS WEBSITE COLLECTS AND WHY WE COLLECT IT

This website collects and uses personal information for the following reasons:

SITE VISITATION TRACKING AND COOKIES

Like most websites, this site uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this. We consider Google to be a third party data processor (see section below).

A cookie is a text file sent by a web server to a web browser and stored by that browser. The text file is then sent back to the server each time the browser requests a name from the server. This enables the web server to identify and track the web browser.

GA makes use of cookies, details of which can be found on Google’s developer guides. FYI our website uses the analytics.js implementation of GA.

Most browsers allow you to disable the acceptance of cookies which will stop any tracking any part of your visit to pages within this website.  This may, however, have a negative impact upon the usability of some sections and features of some web sites

YOUR IP ADDRESS

As a consequence of your visit this website may access the IP address of the computer or device that is being used to access it.  It is possible to look up the owner of a static IP address but this site will not use the IP address accessed for that purpose and the address will not be recorded and stored for re use at any later time.

THIRD PARTY DATA PROCESSORS

This site uses Google AdSense and Google Analytics who will process personal data on our behalf. Google are based in the USA but they comply with the EU-U.S. Privacy Shield.

This site uses Go Daddy servers based in the Netherlands to publish this website on the internet. Go Daddy comply with European  data protection legislation  and the EU-U.S. Privacy Shield

CONTACT FORM AND E-MAIL

Like most community websites we love to talk to our visitors and help them with any questions.

For this purpose we publish E Mail Links and have a contact page

Should you use this facility, the message and your e-mail and name will be forwarded to us via SMPT servers at Go Daddy in Netherlands to a computer based in our office at Burnham on Crouch, Essex, UK

The computers at Marshland are protected by a Firewall from a market leading Security Company.

STORAGE OF PERSONAL INFORMATION AT MARSHLAND

This website will store personal data on a computer at Marshland Office in the following circumstances:-

Personal data for use on this website where the person involved has given explicit permission for the use and retention of the data.

When an e mail/Contact form is received in the office the email with personal data from the sender will be held on the Computer while that query is dealt with.

Once the query is dealt with the e mail will be checked and the following actions taken

  1. If there is no need to retain – Delete

  2. If there is a need to retain for UK Inland Revenue (5 years from last submission date)  or other official purpose that has a set time limit- Retain for that period.

  3. If there is explicit permission to retain – Retain for the period of that permission

  4. If there is a need to retain for a period due to an ongoing and justifiable reason such future query or complaint from the person – Retain on drive for sufficient period to achieve that reason.

There will be regular reviews of material held by Marshland, under items 2,3 and 4 above ,with a formal review taking place to coincide with the annual tax return.

E MAIL MARKETING

This website will never sell or supply your personal data to a third party and it will not use your personal data for ‘cold call’ unsolicited e mail marketing.

RIGHT TO BE FORGOTTEN

Holding personal data is an onerous responsibility and we wish to hold the least amount of personal data that will allow efficient operation of Marshland(Essex) We certainly do not wish to hold data on anyone without their consent.

We will comply with S17 of the General Data Protection Regulation 2018 where a person requires this site to carry out some action relating to their personal data for one of the following reasons

  • the personal data is no longer necessary for the purpose which you originally collected or processed it for;
  • you are relying on consent as your lawful basis for holding the data, and the individual withdraws their consent;
  • you are relying on legitimate interests as your basis for processing, the individual objects to the processing of their data, and there is no overriding legitimate interest to continue this processing;
  • you are processing the personal data for direct marketing purposes and the individual objects to that processing;
  • you have processed the personal data unlawfully (ie in breach of the lawfulness requirement of the 1st principle);
  • you have to do it to comply with a legal obligation; or
  • you have processed the personal data to offer information society services to a child.

We will respond to requests for searches, ammendations or deletions within 7 days of a request arriving at the Marshland(Essex) Office.

We will search for personal data on any person who reasonably believes that we may hold their personal data and subject to verifying their identity provide a copy of any data that we hold on that person within 7 days of us our verifying their identity.

Should anyone feel that their personal data is incorrect, subject to verifying their identity, the data wording would be changed to their satisfaction or if that is not achievable deleted within 7 days of our verifying their identity.

Should anyone object to us holding personal data on them, we will first establish their identity and then we will delete all data held on that person within 7 days  of our verifying their identity.

As we do not wish to hold personal data on any person against their wishes such data will normally be ammended or destroyed as requested however there may be occasions when that action is not possible if the data is required for one of the below reasons

  • to exercise the right of freedom of expression and information;
  • to comply with a legal obligation;
  • for the performance of a task carried out in the public interest or in the exercise of official authority;
  • for archiving purposes in the public interest, scientific research historical research or statistical purposes where erasure is likely to render impossible or seriously impair the achievement of that processing; or
  • for the establishment, exercise or defence of legal claims.

All requests must be made in writing by means of e mail or letter or verbally in person.

Verification is required solely to prevent personal data being requested and released to an unauthorised third party.

There will be no charge for any search, ammendation or deletion of personal data.

DISCLOSURE OF YOUR PERSONAL DATA

In addition to the disclosures reasonably necessary for the purposes identified elsewhere in this policy, we may disclose information about you:

(a)        to the extent that we are required to do so by law governing the United Kingdom;

(b)        in connection with any legal proceedings or prospective legal proceedings in the United Kingdom;

(c)        in order to establish, exercise or defend our legal rights in the United Kingdom

THE WEBSITE’S SERVER

This website is hosted by Go Daddy within a UK data centre located in the Netherlands. Go Daddy has extensive security measures to protect data held on its servers.

DATA BREACH

We will report any unlawful breach where identifiable data has been stolen or unlawfully accessed on this websites or data held by Marshland to the relevant authority within 72 hours

 DATA CONTROLLER

The data controller of this website is: Marshland (Essex) 9 Marsh Road, Burnham on Crouch, Essex

 DATA PROTECTION OFFICER

Mr. Peter Layzell , Marshland ( Essex) 9 Marsh Road, Burnham on Crouch, Essex, CM09LZ e mail peter@marshland.org.uk

CHANGES TO THIS POLICY

This policy may need to be amended from time to time due to exigencies of law or business. Unless the change specifically affects any individual we will not inform clients of this change.

For transparency all changes to this policy will be recorded at the foot of this page.

CHANGES TO THIS POLICY

Policy agreed 3 April 2018

Ammendments made 14 August 2018