This page contains important information about what information we collect about you and what we do with it. We store and use information to help us do a better job of campaigning and to support your relationship with Republic. You are in control of what data we store and how we use it and can ask us to delete your information at any time.
What would you like to know?
- Yes! Republic knows how important your privacy is to you. First and foremost, our privacy and data protection policy is aimed at protecting your data and ensuring your privacy. Any data we hold belongs to you, and we will always treat it with the utmost care and consideration.
- Republic is committed to complying with the spirit and letter of the law when protecting your privacy and ensuring your data is secure.
Whose information do you hold?
- Republic holds limited information about anyone who has added themselves to our emailing or mailing list (whether you did that on our website, by post or some other way), or who has opted to become a member of Republic (including lapsed members).
- Republic also holds data on anyone who has expressed an interest in volunteering, served on Republic’s board, ordered anything from the online shop, attended a Republic event where registration was required or who has communicated with us via a form on the Republic website.
What information do you hold?
- This data will typically include your name, address (where you have completed a financial transaction), email address, phone number and history of interaction with Republic, which includes responses to surveys and emails, attendance at events, donations and membership subscriptions.
- Republic does not receive or retain any banking or credit/debit card information, except where payments are made by post or over the phone, in which case all details will be securely destroyed immediately after the payment has been processed.
How safe is it? Who sees it?
- All the information you give us is held on Republic’s supporter database, which is secure, password protected and which is accessed only by trained staff and volunteers working from Republic’s own computers.
- Some data will be exported in a spreadsheet format and stored on a PC or hard drive for a limited purpose and limited time. All electronic devices used to store data are password protected and encrypted (meaning it can’t be hacked) and data is only available to individuals on a need-to-access basis.
What’s the legal basis for holding and using this information?
- We rely on our legitimate interest as justification for holding and processing this data - in that we’re a membership/supporter based organisation that needs to know who its supporters are.
- For sending any kind of electronic communication (email, text) we rely on your consent, which you can give or withdraw at any time.
- We rely on Republic’s legitimate interest when communicating with Republic’s members and supporters by post. As a membership organisation we need to be able to write to our members, to ensure they are aware of their membership status and of any decisions, general meetings or rights they may wish to exercise as a member. However, every time we write to you by post you will be given the opportunity to opt-out of further postal communication.
- Where we believe data has been retained without your consent we will endeavor to take all necessary steps to remove or restrict the use of that data and/or obtain your consent (where we think it was your intention to give it).
- Republic also holds some ‘special category’ sensitive information such as race, political views, sexual orientation or religious beliefs. This data is collected on the basis of explicit consent (you are under no obligation to provide it, can freely choose to give or not give the data and can request it be deleted at any time).
- Most special category information is collected solely for the purposes of monitoring the diversity of Republic’s membership and supporter base. Political allegiance data is also used to allow us to communicate tailored messages to people with shared interests.
- Most special category information will be stored in an anonymous format, so any such data you provide will not be recorded against your name. Political allegiance and opinion data will be stored against your personal record, as it is used for communication purposes.
- Republic does not sell, share or otherwise pass on your data to third parties for them to use for marketing or other purposes.
- Republic will pass your data to another company where we need to use the services of a mailing house, printers, data analyst, website developer or other service provider for the purposes of carrying out our routine work. These companies will change from time to time, so we can’t list their details here. If you’d like to know which companies we send your details to please email email@example.com.
- Where we pass data onto a third party we’ll confirm with them in writing that the third party has appropriate safeguards and data protection policies that keep your data safe.
- To ensure your data remains under the jurisdiction of UK and European data protection laws, we will not store data outside the European Economic Area. We will ensure third parties do not store data outside the EEA, or can satisfy us that necessary precautions are taken to safeguard your data if they do (in compliance with data protection laws).
- Your data may also be stored in Republic’s official archive, although personal data will not be sent to the archives as a matter of routine practice. Republic’s archive is held by the Bishopsgate Institute, 230 Bishopsgate, London EC2M 4QH. Republic’s mission, if successful, will have considerable historic significance and so we retain this data for historical research purposes. Personal data held in the archive is not open for public inspection and remains subject to data protection rules and your rights as a data subject.
Supporter research and profiling
- We may from time to time use the services of a company to match your data with publicly available information, to allow us to identify individuals who may be in a position to make significant financial or other contributions to the campaign. We rely on legitimate interest as our legal basis for this kind of data processing, in that Republic is a fundraising organisation that can enhance and improve its fundraising – for the organisation and our supporters – through better tailoring of appeals. As with all kinds of uses of your data, you may tell us not to do this at any time.
- Republic will retain your data indefinitely unless it is identified as being of no further use (although you have the right to ask us to delete your data at any time – see below). This is so we can retain historical records of membership levels, patterns and income/financial records. This will help us understand and evaluate our strategies and methods as well as gain an appreciation for the long-term trajectory of Republic’s position.
- The indefinite retention of data applies to current members and supporters as well as those who have opted out of communications or whose membership has lapsed. This means if you cancel your membership or unsubscribe from Republic’s emails we’ll continue to retain your data. This is to allow for proper management of our records and to guard against accidental re-subscribing of email addresses.
- Once a year we will delete data if it has no practical purpose and no historic research value and which has been on our database for more than five years.
- Data sent to Republic’s archives will be retained indefinitely, unless deletion is requested by the data subject.
- Republic respects your rights in relation to your privacy and data. The law provides you with the following rights:
The right to be informed
- You have the right to know how we manage your data, what data we collect, why we collect it and how we use it. Republic is required to provide this information in a concise, transparent, intelligible and easily accessible format. The information must be written in clear and plain language and must be free of charge.
- This privacy notice is how Republic informs you of these matters.
The right of access
- You have the right to know if we hold or are processing your data. You also have the right to request a copy of all your personal data we hold. You can find out more about this right on the Information Commissioner’s website at … https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/individuals-rights/the-right-of-access/. If you wish to request your data please email firstname.lastname@example.org or write to Republic, 20-22 Wenlock Road, London N1 7GU.
The right to rectification
- You have the right to have personal data rectified if it is inaccurate or incomplete. If you think we’re holding information that is incorrect please email email@example.com or write to Republic, 20-22 Wenlock Road, London N1 7GU.
The right to erasure
- You have the right to request Republic deletes all your data and in effect ‘forgets’ you completely. There are some instances in which Republic is permitted to refuse such a request or partially delete your data, but wherever possible we will endeavour to comply with any such request.
- To request complete erasure of your data, email firstname.lastname@example.org or write to Republic, 20-22 Wenlock Road, London N1 7GU.
The right to restrict processing
- You have the right to request that we block or ‘suppress’ the processing of your data. This will mean that while Republic continues to hold your data we will no longer use it in any way. You also have the right to reverse any such request.
- To request a restriction of processing email email@example.com or write to Republic, 20-22 Wenlock Road, London N1 7GU.
The right to data portability
- There is a right to data portability, which allows you to pass information held by one organisation to another organisation. This is unlikely to apply to Republic, but if you wish to exercise this right please email firstname.lastname@example.org
The right to object
- You have the right to object to Republic processing your data in certain ways. For instance, you may be happy for Republic to write to you via the post, but you may ask us to stop sending you emails.
- To advise us of your preferences, use the methods provided at the time of communication from Republic, or email email@example.com or write to Republic, 20-22 Wenlock Road, London N1 7GU.
Rights in relation to automated decision making and profiling.
- If your data has been automatically processed and this has produced a significant effect on you, such as the cancelling of your membership, you have the right to “obtain human intervention” (ie ask a member of staff to investigate and review the decision), express your point of view and obtain an explanation of the decision and challenge it.
- To request a review of an automated decision email firstname.lastname@example.org or write to Republic, 20-22 Wenlock Road, London N1 7GU.
- Yes! Republic relies on your consent to contact you by email or SMS/text. Once you have given us your consent you have every right to change your mind at any time. Withdrawing consent for Republic to contact you via email or SMS/text will not stop you from consenting again in the future and will not impact on your rights as a member (if you are a member), except to say that you may miss membership communications that are sent by email.
- A method of withdrawing your consent should be available whenever you receive an email or text. Or you can email email@example.com or write to Republic, 20-22 Wenlock Road, London N1 7GU.
- Of course. If for any reason you feel Republic has not respected your rights in relation to the retention or use of your data you have the right to lodge a complaint with the Information Commissioner. You can find their website at www.ico.org.uk. Republic would urge you to contact us in the first instance and we will do all we can to satisfy any concerns or demands you have relating to your data.
- To complain to Republic email firstname.lastname@example.org or write to Republic, 20-22 Wenlock Road, London N1 7GU.
- Republic uses automated decision making in relation to membership. After you input your information when joining or signing up for email updates, our database will perform various tasks without human intervention. This will include lapsing or renewing memberships based on payment dates and recurring automated payments. Our database is not always accurate in this regard and so some human intervention is required for checking and correcting some data and incorrect automated decisions regarding lapsing memberships (or creating new duplicate records).
- If you believe an error has occurred in relation to any such decision please contact us and we will investigate and rectify the issue.
- Republic does not routinely access external, third party data to match with the data you’ve provided us, whether for profiling or any other purpose.
- Republic is the ‘data controller’ responsible for looking after your information. Republic is a company limited by guarantee and registered with Companies House. Our registered office is 20-22 Wenlock Road, London N1 7GU, our registered company number is 05891072.
- Republic’s board of directors is responsible for ensuring your data is looked after in line with the spirit and letter of the law. The day-to-day responsibility for ensuring compliance with the law and Republic’s Data Protection Policy, lies with the chief executive officer, although in the first instance any queries about your data should be sent to email@example.com.
- Republic’s CEO is Graham Smith. Email: firstname.lastname@example.org. Phone: 020 7 832 5831. Address: Republic, 20-22 Wenlock Road, London N1 7GU.
This policy was last changed on January 15, 2018. This is version 1 (v.1) of this policy.