Giving recognition to individuals who perform acts of bravery in rescuing others from fire

SOCIETY FOR THE PROTECTION OF LIFE FROM FIRE PRIVACY POLICY

SOCIETY FOR THE PROTECTION OF LIFE FROM FIRE PRIVACY POLICY INTRODUCTION
Welcome to the Society for the Protection of Life from Fire’s (SPLF’s) privacy policy.
SPLF respects your privacy and is committed to protecting your personal data.
This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

1) IMPORTANT INFORMATION AND WHO WE ARE
(a) Purpose of this Privacy Policy
This privacy policy aims to give you information on how SPLF collects and processes your personal data through your use of this website, including any data you may provide through this website when you nominate a person for an award, or are the subject yourself of such a nomination.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions (specifically the Society’s Bravery Nomination Form) when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

This privacy policy supplements other notices and privacy policies and is not intended to override them.

(b) Controller
The Society for the Protection of Life from Fire is the controller and responsible for your personal data (collectively referred to as “SPLF”, “we”, “us” or “our” in this privacy policy).

Our Secretary is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the Secretary using the details set out below.

(c) Contact Details
If you have any questions about this privacy policy or our privacy practices, please contact our Secretary in the following ways:
Full name of legal entity: The Society for the Protection of Life from Fire
Email address: secretary@splf.org.uk Postal address: SPLF c/o 15 Mallow Close, Horsham, West Sussex, RH12 5GA

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).

We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

(d) Changes to the Privacy Policy and your duty to inform us of changes We keep our privacy policy under regular review.
This version was last updated on 30th June 2018.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

(e) Third-Party Links This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

2) THE DATA WE COLLECT ABOUT YOU
Personal data, or “personal information”, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect (usually via the Nomination Form), use, store and transfer different kinds of personal data about you which we have grouped together as follows: . Identity Data includes full name, title, age, gender and occupation . Contact Data includes home address, email address and telephone numbers.

Health Data constitutes a special category of Personal Data. Information that you provide about injuries sustained in a fire event may reveal information about your health.

Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

Usage Data includes information about how you use our website. Other than health data as outlined above, we do not collect any other Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal information required in our Nomination Form or requested by us in response to a nomination, we may be unable to consider making an award and your nomination may be unsuccessful.

3) HOW IS YOUR PERSONAL DATA COLLECTED?
We use different methods to collect data from and about you including through:

Direct interactions.
The main way in which we collect personal data is via our Nomination Form, which can be submitted electronically via our website or submitted in hard copy by post. This information may be supplemented if we contact you for further information in respect of a nomination, which may be collected via direct correspondence with you using contact details you have provided to us.

We may also collect information from you if you give us feedback or contact us, or during any communications we have, such as by telephone or email or when you make a general enquiry.

Automated technologies or interactions.
As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

Third parties or publicly available sources. We may receive personal data about you from some third parties and public sources such as those set out below:

4) HOW WE USE YOUR PERSONAL DATA
We use your information in a number of different ways, but predominantly to assess nominations in furtherance of our charitable purpose. For every use, we must be able to demonstrate that there is a “legal ground” to do so. When using your “personal information”, we will rely on the “legal grounds” set out below:
(a) Specific consent
Consent is where we ask you if we can use your information in a certain way, and you agree to this (for example when you submit a Nomination Form we require you to confirm and consent to our use of your data before submission). Where we use your information for a purpose based on consent, you have the right to withdraw consent for any future use of your information for this purpose at any time.
(b) Legal obligation
We have a basis to use your personal information where we need to do so to comply with one of our legal or regulatory obligations. For example, in some cases we may need to share your information with our regulator the Charity Commission.
(c) Legitimate interests
We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so and in our “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights). We consider our legitimate interests to include the day-to-day activities which the SPLF carries out with personal information. Some examples where we are relying on legitimate interests are:

We only rely on legitimate interests where we consider that any potential impact on you (positive and negative), how intrusive it is from a privacy perspective and your rights under data protection laws do not override our (or others’) interests in us using your information in this way. When we use sensitive personal information (please see section 2), we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent (such as on the Nomination Form) or another route available to us at law for using this type of information (for example if you have made the information manifestly public).

5) PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We will use your personal information to:

6) MARKETING
We will not use your personal data for marketing purposes.

7) CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

8) DISCLOSURES OF YOUR PERSONAL DATA
We do not share or distribute your personal information other than to the following third parties and only under the limited circumstances we have set out above:

9) INTERNATIONAL TRANSFERS
We do not transfer your personal data outside the European Economic Area (EEA). In the event that this changes, we will notify you.

10) DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

11) DATA RETENTION
a) How long will we use your personal data?
Records of successful nominations resulting in an award will be kept as a matter of historic record at the London Metropolitan Archives. These records are closed (for 100 years) to casual enquirers, who are required to seek permission from SPLF for access at SPLF’s discretion.

In respect of unsuccessful nominations, we will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.

12) YOUR LEGAL RIGHTS
You have several data protection rights which entitle you to request information about your personal information held by the SPLF, to dictate what we do with it or to stop us using it in certain ways. If you wish to exercise the rights set out below, please contact us at any time using the details set out in section 1.

There will not normally be a charge for this. We respect your rights in relation to personal information we hold about you, although, we may not cannot always comply with your requests. For example:

a) The right to access your personal information
You can request a copy of the personal information we hold about you and certain details of how we use it.

Your personal information will normally be provided to you in writing unless you request otherwise or where you have made a request by electronic means such as email, we will provide such information in electronic form where possible.

b) The right to withdraw your consent
Where we rely on consent as the legal ground to use your personal information, you are entitled to withdraw that original consent. We will inform you of these consequences when you withdraw your consent.

c) The right to rectification
We make reasonable efforts to keep your personal information where necessary up to date, complete and accurate. We encourage you to ensure that your personal information is accurate so please regularly let us know if you believe that the information we hold about you may be inaccurate or not complete.

We will correct and amend any such personal information and notify any third party recipients of necessary changes.

d) The right to restriction of processing
Subject to the circumstances in which you exercise this right, you can request that we stop using your personal information, such as where you believe that we no longer need to use your personal information.

e) The right to data portability
Subject to the circumstances in which you exercise this right, you can request that we port across personal information you have provided to us to a third party in a commonly used and machine-readable format.

f) The right to erasure
You can request that we delete your personal information. For example, where we no longer need your personal information for the original purpose we collected it for or where you have exercised your right to withdraw consent. Whilst we will assess every request, this request is subject to legal and regulatory requirements that we are required to comply with.

g) Rights relating to automated decision-making
We do not currently carry out any automated decision-making. In the event that this changes, we will notify you and inform you about your rights relating to automated decision-making.

h) The right to make a complaint with the ICO
Where you believe that we have breached data protection laws when using your personal information, you can complain to the Information Commissioner’s Office (ICO). For more information visit the ICO’s website at https://ico.org.uk/. Please note that exercising this right and lodging a complaint will not affect any other legal rights or remedies that you have.