What personal data does African Outreach (AO) collect?

The data we routinely collect includes a) names, b) addresses, c) telephone numbers and d) email addresses of volunteers, supporters and people contacting us. We collect this data by email or when they come to our meetings.

How does AO use this data?

We use people’s data to communicate with them concerning our projects, activities and events. This is mainly by emailing news and notices of any events. Our supporters and people interested in our projects and activities are free to ask that we remove their details from our mailing list. Our understanding is that by accepting these arrangements, our supporters and interested parties give us their consent for holding necessary personally identifiable data.

Do we share your data with other organisations?

We do not share any personal data.

How do we collect your data?

Data is collected from people when they correspond by email, or when they come to our events.

How is your data stored?

People’s data in electronic form is stored on a database on a secure computer by the AO Director. Only the AO Secretary and AO Chair have access. The computer has internet security and anti-virus measures in place.

Who takes responsibility for ensuring data protection compliance?

We do not have a statutory requirement under the GDPR (General Data Protection Regulations) to have a Data Protection Officer. AO's Committee is the Data Controller. The person who is responsible for ensuring that AO discharges its GDPR responsibilities is the AO Secretary.

Who has access to your data?

AO staff and trustees have access to members’ and attendees’ data in order for them to carry out their legitimate tasks for AO.

What is the legal basis for collecting these data?

AO collects data from supporters, prospective volunteers, and volunteers that are necessary for the purposes of its legitimate interests as a charitable organisation.

How can people check what data AO holds about them?

If you would like to see the data that AO holds about you, you should contact the Secretary at info@african-outreach.org.

You can contact the Secretary with a "subject access request" if you would like AO to provide you with any other information we hold about you. Specifying the particular aspects in which you are interested will help us to provide you with what you need promptly. We are required to provide this to you within one month.

AO would not usually charge a fee for this, although we may charge a reasonable fee based on the administrative cost of providing the information if a request is excessive, or for requests for multiple copies of the same information.

Does AO collect any sensitive personal data?

The GDPR uses the term "special categories of personal data" to indicate sensitive personal data. AO does not record such data.

Can you ask AO to remove, limit or correct the data held about you?

For supporters and volunteers, we need to have at least one method of contacting you. If you find some aspect of the data AO holds about you to be incorrect, please contact the Secretary, in person or in writing and ask for the data to be amended.

How long does AO keep your data for and for what purpose?

AO keeps records for seven years after last contact.

What happens if someone on our database dies?

Once we have been told of the death of either a member or attendee whose details we keep on our database, by a relative or estate executor, we will delete the data we hold for them.

Where can people see this Privacy Policy?

AO’s Privacy Policy will be shown on our website. Paper copies can be provided by the AO Secretary at info@african-outreach.org.

Last updated: 25 May 2018