Privacy Policy

LGBT Bristol Privacy Policy

Introduction

This privacy policy describes how LGBT Bristol collects, uses and shares personal data when anyone becomes an LGBT Bristol Voting Member, Associate Member, Supporter or recipient of our newsletter. Please read the following information carefully to understand our views and practices regarding personal data and how we will treat it.

In signing up for membership or to receive our newsletter, you agree to LGBT Bristol using your data in accordance with the information outlined below. At the point of entry you agree that all data you provide on behalf of yourself or an organisation is accurate to the best of your knowledge.

Purposes of Processing

What data do we collect?

  • To receive the newsletter and Events Bulletins :

LGBT Bristol collects your name, email address and consent to use and store the information.

  • To become a Member :

We have two types of membership : Full (Voting)

Associate (Supporter).

For both, LGBT Bristol collects your name, Organisation name (if applicable), the contact details you wish to provide (address, email, phone numbers) and to become a full member and have voting rights we also collect a self declaration that you are either lesbian, gay, bisexual, trans or other, however this data is not recorded on our data base – just the fact that you are a full member. We also ask those signing up for membership to sign and date their forms.

The forms are collated and stored in a locked file in our office. They are destroyed by shredder when you terminate your membership or if we terminate your membership because we are unable to contact you using the details you have given us.

LGBT Bristol relies on users to say if the information is incorrect or out of date and if any alterations need to be made. If you do not want us to process your information and use it as detailed in this policy, you can ask us to remove or alter your details at any time, as described below.

What is personal data?

Some information we collect about you is personal data. In this Policy, “personal data” is as defined in the General Data Protection Regulation 2018 and any successor legislation. Personal data includes any information which we hold about you that identifies you as an individual. This includes your name, postal address, email address, telephone number, age and identity details.

Why do we need your personal data?

We will only process your personal data in accordance with applicable data protection and privacy laws. We need certain personal data in order to send you our LGBT Bristol Newsletter and any further information about the work we and our partners undertake. If you become a member or newsletter recipient, you will be asked to give your consent and agree to provide this information to us. This consent provides us with the legal basis we require under the applicable laws to process your data. You maintain the right to withdraw such consent at any time.

If you do not agree to our use of your personal data in line with this Policy, please do not sign up to become a Member or Newsletter Recipient.

The information you give helps LGBT Bristol to:

  • Send recipients the LGBT Bristol Newsletter and Events Bulletins;

  • Provide users with information about our Partnership work with The Voice and Influence Partnership and Bristol Hate Crime and Discrimination Services.

  • Provide users with information about relevant LGBT+ events, plus including Bristol City Council Consultations and other partnership or city meetings, which might be of interest.

  • Analyse our members and supporters for monitoring, and for future planning and service provision purposes.

Collecting Your Personal Data

On providing us with your personal data, you will be asked to give your consent for us to retain your personal data in our database.

You have the right to have your data removed and to terminate your membership at any time by contacting us via the options at the end of this policy.

Information You Give Us

This includes personal data :

  • You provide when becoming a member and filled out an LGBT Bristol membership form which was either mailed in or handed in to us at an event events such as our LGBT Bristol Open Forum meetings, Bristol Pride or at one of our LGBT Bristol stalls at events. You may have filled in our online application for or emailed us to request membership. This information includes your name, postal address, email address, telephone number and for full membership, sexual orientation or gender identity details.

  • You provide when you auto-subscribe or ask us to add you to our emailing list. This information includes your name, email address and consent only.

  • That may be contained in our newsletter in the form of a photograph, comment, news article, or other content or submission you send via email, or that you ask a LGBT Bristol member of staff to do so on your behalf (this will only ever be shared with your consent);

  • You provide when signing the register at our Open Forum meetings. This information includes your name and email address and is gathered for monitoring purposes.

Using Your Personal Data

LGBT Bristol may use your personal data as follows :

  • To send you our LGBT Bristol Newsletter and Events Bulletins;

  • To send you information about the work we do and the work our Partners do, including information about services and support offered by us and our partners;

  • To respond to your comments and questions;

  • To send you administrative information regarding your membership;

  • As we believe necessary or appropriate to comply with applicable laws, lawful requests and legal process, including to respond to requests from public and government authorities, to enforce our Policy, and to protect our rights, privacy, safety or property, and/or that of you or others;

  • To analyse our impact and how well we are reaching our aims.

Sharing Your Personal Data

We do not allow 3rd party access to your personal data nor do we share your personal data.

Third Party Sites

Our Site and services may contain links to third-party websites and features. This Policy does not cover the privacy practices of such third parties. These third parties have their own privacy policies and we do not accept any responsibility or liability for their websites, features or policies. We recommend you read their privacy policies before submitting any data to them.

Location and accessibility of data

Personal information is stored on the database in our office only, is password protected and only LGBT Bristol staff have access to it.

All email contact is managed via the Mail Chimp service securely by our staff. Users have access, in each email we send, to unsubscribe from receiving emails at any time.

Appropriate measures have been implemented to protect all data from improper access, destruction, tampering and loss. Data held by LGBT Bristol is accessible to LGBT Bristol staff only. LGBT Bristol has a data protection policy which requires staff and contractors to not share information outside of LGBT Bristol unless required to do so by law.

Security

We seek to use reasonable organisational, technical and administrative measures to protect personal data within our organisation.

Data retention

We hold Members and Newsletter Recipients details for as long as you wish to remain with us or until we can no longer contact you using the information you have supplied and thus can no longer guarantee your consent to keep your information – we then remove your details and destroy your forms.

You can contact us to have your details removed and to terminate your membership at any time.

We hold staff and trustee details in line with the legal requirements.

  • Employee and Payroll Records – 3 years after termination

  • Financial Records – 6 years

  • Charity Records – 2 years after Charity termination

Sensitive Personal Data

We sometimes carry out membership surveys in order to understand who our members are. Sensitive personal data collected in this way is kept anonymous (as it does not include the name or contact details) and it includes information related to racial or ethnic origin, political opinions, religion beliefs, physical and mental health and sexual life.

Your Rights

Object

You have the right to object to any processing of your data at any time.

Opt-out

You may contact us anytime to opt-out of :

  • Being an LGBT Bristol Member or Associate;

  • Being a Newsletter and Events Bulletin Recipient.

Access

You may access the information we hold about you at any time by contacting us directly using the contact details at the bottom of this page.

Amend

You can contact us to update or correct any inaccuracies in your personal data. We remind users that it is their responsibility to maintain the accuracy of information we hold about them or tell us about any issues. We are not liable for any damages caused by the information you get from our site or any connections made to it.

Erase and Forget

You have the right to request we erase any information you no longer want us to hold. This erasure will mean you will no longer receive our LGBT Bristol Newsletter and any information relating to the work we do.

If you wish to exercise any of the rights detailed above, please take the required action yourself by contacting us using the details in the “contact us” section below. In your request, please make clear the following:

  • What personal data is concerned;

  • Which of the above rights you would like to enforce.

Contact Us

We welcome your comments or questions about this Policy.

  • calling : 07804 945 849

  • writing : LGBT Bristol, The Park, Daventry Road, Knowle, BS4 1DQ

NOTE : from time to time our contact details may change.

Please check the Contact Us section of our Website for current details : lbtbristol.org.uk/contact-us/