SIJ Privacy Notice

Soroptimist International Jersey – Privacy Notice
1. About this notice
Soroptimist International Jersey (“SIJ”, the “Club”, “we”, “us” or “our”) is a club of Soroptimist International Great Britain and Ireland (“SIGBI”), part of Soroptimist International, a global volunteer service organisation working to improve the lives of women and girls. In Jersey we run a variety of events including: a bursary scheme, the Inspirational Woman of the Year Award, and a programme of club events and activities.

Your privacy is important to us. This notice explains what personal information we collect, why we collect it, how we use it, who we share it with, and what rights you have. It applies to our members, members of our executive committee and volunteers, bursary applicants and recipients, award nominators and nominees, people who attend our events, and visitors to our website and social media pages.

The Club’s executive committee acts collectively as data controller on behalf of the Club. We are registered with the Jersey Office of the Information Commissioner (JOIC) as a data controller, registration number 66654.

2. How to contact us
Email: [email protected]

This mailbox is monitored by the Club Secretary, who will pass any data protection query to the Club’s designated data protection contact. If you have any questions about how we handle personal data, or wish to exercise any of your rights, please contact us using the email address above.

3. The personal information we collect
Depending on how you interact with us, we may collect:

•          Your name, date of birth, postal address, email address and telephone number(s)

•          For members, membership records and characteristics such as gender, language, nationality and country of birth

•          For bursary applicants and recipients, details of your residency, education and financial situation, and bank details so that we can make payments

•          For the Inspirational Woman of the Year Award, the name and contact details of the person making the nomination, the person nominated, and the reasons for the nomination

•          For club events, your name, contact number and any other details specific to the event

•          Photographs and images, where you have agreed to these being used to publicise our work

•          Technical and cookie data about how our website is used (see section 14)

We do not routinely request special category (sensitive) data, such as information about racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sex life or criminal offences. Where we do hold this type of information, it is generally because you have chosen to share it with us, for example as part of a bursary application, and we will only use it for the purpose for which you shared it.

4. Where we get your information from
In most cases we collect personal information directly from you, for example when you join the Club, apply for a bursary, sign up for an event, contact us, or visit our website. We may also receive information about you from a third party, such as a person who nominates you for the Inspirational Woman of the Year Award, or from SIGBI or another Soroptimist club.

5. How and why we use your personal information
The table below sets out the main reasons we process personal data and the lawful basis we rely on under Schedule 2 of the Data Protection (Jersey) Law 2018 (the “Law”).

Where we rely on “legitimate interests”, our legitimate interest is operating effectively as a membership organisation and fulfilling our purposes: administering our membership, assessing bursary applications and award nominations fairly, organising events, and keeping accurate records of our activities. We have considered that this processing is necessary and proportionate, and does not override your own interests or rights.

6. Special category (sensitive) personal information
Where a bursary application or other request involves special category data, we only collect what is needed and only use it to assess that specific application. We rely on your explicit consent to use this information, and we will not use it for any other purpose without asking you again. We take particular care to identify such data when it is collected so that appropriate safeguards are put in place.

7. Automated decision-making and profiling
We do not use your personal data to make any decisions about you solely by automated means (including profiling) that would have a legal or similarly significant effect on you. Decisions on bursary applications and award nominations are made by people within the Club.

8. Who we share your information with
We will never sell your personal data, and we will not share it with third parties for their own purposes without your consent, unless the law requires us to do so.

We may share limited information, only for the purposes set out in section 5, with:

•          SIGBI and other clubs within SIGBI, where this is necessary for membership administration or to coordinate our activities

•          Our IT and service providers, acting as data processors on our instructions (see section 9)

•          Any organisation where we are required to do so by law or regulation

With a member’s consent, we may also share their information with other Soroptimists (both within SIGBI and the other Soroptimist International Federations), Soroptimist International, our partners and other charities, and send them information about SIGBI, Soroptimist Trading Limited, Soroptimist International and related organisations by post, email, telephone or SMS. Where a member, or a club, region or national association of which they are Treasurer, is a shareholder in Number 63 (Soroptimist) Limited, SIGBI may share their data with that company. Members can withdraw consent to marketing or to this sharing at any time by contacting us.

Where we use a third-party supplier to process personal data on our behalf, we check that it offers appropriate security, rely on its data processing terms to meet the requirements of the Law, and give it access only to the minimum personal data needed for the service.

9. Where your data is held, and transfers outside Jersey
Your personal data is held on secure systems, including those operated by the third-party providers we use:

•          Microsoft 365 (for email, documents and storage)

•          Google (including Google Forms and email, for award nominations and event sign-ups)

•          Facebook, Instagram and LinkedIn (for our social media pages)

Some information is also held in paper records and on the password-protected personal computers and mobile devices of committee members, which must have up-to-date security software. Membership information is also held by SIGBI.

These providers, and SIGBI, may process or store data outside Jersey, including in the United Kingdom, the European Economic Area or elsewhere. Where personal data is transferred outside Jersey, we only use providers that offer an adequate level of protection, for example because the destination is subject to an adequacy decision or because appropriate contractual safeguards are in place.

10. How long we keep your information
We only keep personal information for as long as it is needed for the purpose for which we collected it, or as required by law, after which it is permanently deleted or securely destroyed. How long we keep information depends on its type and purpose; for example, records of bursary payments are generally kept longer than routine event sign-up details.

The Club also keeps a historical archive of a select number of documents relating to the Club and its members. Records about the Club’s history, membership and activities can have lasting historical, cultural and community value, and the Law permits their retention for archiving purposes.

If you would like us to delete your data, please contact us at [email protected]. We will action your request unless we need to keep some or all of the data for a legal or other legitimate reason, in which case we will explain this to you (see section 13).

11. Keeping your information accurate
The accuracy of your information is important to us. We contact our members annually to check that the information we hold is accurate and that they are happy for us to continue holding it. If you believe we hold inaccurate or out-of-date information about you, please contact us and we will correct it.

12. Data security
We are committed to keeping your personal information safe and secure. We have technical and organisational measures in place to protect it from the point of collection to the point of destruction, including password protection of electronic files and devices, secure storage of paper records, and secure disposal (including shredding) of records we no longer need. Access to personal data is limited to those who need it for legitimate Club purposes, and we only use data processors who agree to comply with appropriate security standards.

13. Your rights
Under the Law, you have the following rights in relation to your personal data:

•          The right to be informed about how we use your personal data (this notice)

•          The right of access: to ask for a copy of the personal data we hold about you

•          The right to rectification: to ask us to correct inaccurate or incomplete data

•          The right to erasure: to ask us to delete your data in certain circumstances

•          The right to restrict processing: to ask us to limit how we use your data while an issue is resolved

•          The right to data portability: to ask us to provide certain data in a portable format, where this applies

•          The right to object: to processing based on our legitimate interests, to processing for historical or scientific purposes, and to direct marketing at any time

•          The right to withdraw consent at any time, where we rely on your consent

•          Rights relating to automated decision-making and profiling (we do not carry out any solely automated decision-making that has a legal or similarly significant effect on you)

To exercise any of these rights, please contact us at [email protected]. We may need to confirm your identity before acting on your request. We will respond within four weeks of receiving your request, though we may need to extend this by up to a further eight weeks for complex requests; we will tell you if this applies and explain why. You can read more about your rights on the JOIC website.

14. Our website, social media and cookies
Cookies are small text files placed on your device when you visit our website. They collect standard internet log information and visitor behaviour information, which we use to understand how our website is used and to compile statistical reports on website activity. Where required, we will ask for your consent before setting non-essential cookies.

You can restrict or block cookies at any time through your browser settings, though some website features may not work as a result. Some third parties may also set their own cookies when you visit our site, over which we have no control. More information about cookies, including how to remove them, is available at www.aboutcookies.org and www.allaboutcookies.org.

Our website contains links to other websites. This notice only applies to our website, so when you follow a link to another website you should read its own privacy policy.

We will not post identifiable images or personal stories on our website or social media without the consent of the people concerned.