Berkshire ALC website privacy notice

The ALC as the data controller is committed to protecting your privacy and complying with the General Data Protection Regulations (GDPR).

This statement sets out the basis by which we collect and process the personal data of anyone who provides data through our website or uses our services and your rights in respect of your personal data. 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).

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice we may provide on specific occasions 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. The ALC has separate privacy notices which relate to the particular individuals they provide services to and their specific use of your data. This privacy notice supplements the other notices and is not intended to override them.

What personal data do we collect

We may collect the following types of personal data:

• Your name, address, email address, telephone number and other contact information that allow us to meet our organisational and statutory obligations to you

• Transaction Data including details about payments to and from you.
• Marketing and Communications Data including your preferences in receiving marketing from us and your communication preferences.

What if you do not provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to help you further. 

The purpose and legal basis for processing your data:

We may use your personal data in the following ways:

• Comply with legal obligations which we are subject to
• Deliver services and support to you and manage those services we provide to you

• Respond to requests from you where you have given consent for us to send you information via email, text, telephone or post about our services
• Help investigate any worries or complaints you have about our services
• Carry out our obligations arising from a contract with you i.e. providing advice and training
• To get in touch with you about a product/service you have purchased from us or if you have requested information from us. We have to do this to perform our contract with you
• To send you communications about services we provide to you or required by law i.e. related to your contract with us. These communications will not contain any marketing material
• It is necessary to perform our statutory duties
• To invoice you for our services, this is a legitimate interest as we need to maintain our accounting and tax records
• Please note where we are relying on consent to process your personal data, you have the right to withdraw this consent at any time. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent

Sharing of your data

We may share your personal data:

• where we are under a legal obligation to do so, for example where we are required to share information under statute, to prevent fraud and other criminal offences or because of a Court Order for example HMRC, the police.

• With third party service providers – (only when necessary to fulfil the services they provide to us) i.e. 
• Our IT and web hosting providers

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

We will not share information about you to anyone outside the organisation without your consent unless the law allows us to.

We will not transfer your personal data outside of the European Economic Area.

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We perform regular reviews of all of the data we hold and assess whether it still needs to be kept. If there is no valid reason we delete/destroy it.

Storing personal data

The security of your Personal Data is very important to us. We will adopt physical, technical and organisational measures to ensure the security of Personal Data. This includes the prevention of loss or damage, unauthorised alteration, access or processing and other risks to which it may be exposed by virtue of human action or the physical or natural environment.

Changes to the privacy notice

This notice will be updated from time to time to reflect both the latest data protection laws and how we use and process your data.

Your rights

You have the following rights in relation to your personal data:

• Request access to your personal data
• Request correction of your personal data
• Request erasure of your personal data
• Object to processing of your personal data
• Request restriction of processing your personal data
• Request transfer of your personal data
• Right to withdraw consent

If you wish to exercise any of the rights set out above, have any questions or feedback about this notice please contact the Data Protection Officer (DPO).

• Email: balcexec@balc.org.uk
• Tel: 023 80688061
• Address: Berkshire Association of Local Councils, c/o Hampshire ALC Ltd, Floor 2, Eastleigh House, Upper Market Street, Eastleigh, SO50 9YN

For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may refuse to comply with your request if your request is clearly unfounded, repetitive or excessive.