Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.
How we use your information
This privacy notice tells you how we, [Organisation Name], will collect and use your personal data for [outline further information on services and activities that you collect personal data, for example: cookies, profiling, complaints, subscriptions, etc.)]
Why does [Organisation Name] need to collect and store personal data?
In order for us to provide you [with a service] we need to collect personal data for [correspondence purposes and/or detailed service provision]. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy. In terms of being contacted for marketing purposes [Organisation Name] would contact you for additional consent.
Will [Organisation Name] share my personal data with anyone else?
We may pass your personal data on to third-party service providers contracted to [Organisation Name] in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to [fulfil the service they provide you on our behalf]. When they no longer need your data to fulfil this service, they will dispose of the details in line with [Organisation Name]’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.
How will [Organisation Name] use the personal data it collects about me?
[Organisation Name] will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. [Organisation Name] is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.
Under what circumstances will [Organisation Name] contact me?
Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.
Can I find out the personal data that the organisation holds about me?
[Organisation Name] at your request, can confirm what information we hold about you and how it is processed. If [Organisation Name] does hold personal data about you, you can request the following information:
What forms of ID will I need to provide in order to access this?
[Organisation Name] accepts the following forms of ID when information on your personal data is requested: [Passport, driving licence, birth certificate, utility bill (from last 3 months), etc.]
Contact details of the [Data Protection Officer (DPO)] / [GDPR Owner]:
|[Data Protection Officer (DPO)] / [GDPR Owner] contact details|
Address line 1:
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Document Owner and Approval
The [Data Protection Officer (DPO)] / [GDPR Owner] is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.
|The [Data Protection Officer (DPO)] / [GDPR Owner] is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.|
Change History Record
|Issue||Description of Change||Approval||Date of Issue|