This privacy and consent notice explains how personal data/information about you is collected and used. References to ‘you’ means the individual member to whom this notice has been provided and who is signing the consent below.

Your information rights

Right	Explanation
Right to be informed	This encompasses the obligation for us to be transparent in how we collect and use your personal data.
Right of access	You have the right to access your personal data and supplementary information.
Right to rectification	If the information we hold on you is inaccurate or incomplete, you can request we correct this.
Right to erasure	You can request we delete or remove personal data where there is no compelling reason us to continue processing.
Right to restrict processing	You have the right to request we cease processing your data, if: You consider it inaccurate or incomplete; Where you object to processing and we are considering whether we still have a legitimate interest to process it; Where we don’t need the data for the original reason we collected it, but may need it to support a legal claim.
Right to data portability	Where you have consented to our processing your data, or where the processing is necessary for us to deliver a contract, you can request a copy of that data be provided to a third party in electronic form.
Right to object	You have the right to object to our processing under certain circumstances. For example, you can object to: Direct marketing; Processing for purposes of scientific/historical research and statistics.
Rights relating to automated decision making including profiling	Where we apply automated decision making, we must Give you information about the processing; Introduce simple ways for you to request human intervention or challenge a decision; Carry out regular checks to make sure that our systems are working as intended; Information related to automated decision making is contained later in this notice.

 

How to exercise your rights

You can exercise your information rights at any time. The quickest way to exercise one or more of your rights is to email us at tom.hayes@cjlang.co.uk or write to us at 78 Longtown Road, Dundee DD4 8JU.

The information we gather

The Lang Foundation (‘We’) are a ‘data controller’ and we gather and use certain information about you

Information that we gather about you may include (without limitation) your name, contact details, membership details, financial details, education and skills and job title.  The provision of information by you is voluntary but enables us to process your membership of, or involvement with, The Lang Foundation and keep you up to date on relevant matters and events that may be of interest to you.

Systems used to process data

We gather information directly from you and also via our websites and other technical systems. These may include, for example, our:

• computer networks and connections
• communications systems
• email and instant messaging systems
• intranet and Internet facilities
• telephones, voicemail, mobile phone records

Cookies

When you use our website we may gather information about you through Internet access logs, cookies and other technical means. ‘Cookies’ are text files placed on your computer to collect Internet log information and user behaviour information. These are used to track website usage and monitor website activity and for other data processing reasons set out below.

Some of the cookies we use are essential for parts of the site to operate and have already been set. You may delete and block all cookies from this site, but parts of the site will not work.

Reasons for processing

Information will be obtained by us and used for the duration of your membership or involvement with The Lang Foundation and after your membership or involvement ends. 

We process information about you for the following reasons:

• compliance with legal, regulatory and corporate governance obligations and good practice
• for the purpose of our legitimate interests, but only where these are not overridden by your interests, rights or freedoms
• historical and/or archiving purposes
• marketing our individual association

We will never sell your data onto third parties and will take all reasonable technical and operational measures to store your personal data securely.

Retention of Information

We will keep your information during your membership or involvement with The Lang Foundation and after but for no longer than is necessary for the purposes for which the personal information is processed.  Where information is used for statistical purposes, information will be anonymised insofar as it is possible.

Disclosures and exchange of information

We may disclose and exchange information with law enforcement agencies and regulatory bodies for the above reasons.

Information may be held at our offices, on our IT servers on a similar basis. Information will only be transferred within the UK or European Union.  If information is to be transferred out with the European Union, we will contact you to obtain your consent.

Sensitive personal data

We will usually only collect and record special category data with your prior consent. However, occasionally we may do so without consent where required or permitted to do so by applicable law (eg to comply with diversity reporting requirements). Examples of special category data include information relating to ethnic/racial origin, political opinions, religious or similar beliefs, any trade union membership or details of criminal records.

Further enquiries

Please contact Tom Hayes if you would like to correct or request (in accordance with applicable law) information that we hold relating to you or if you have any questions in relation to the above.  

You also have the right to ask us to erase the personal information we hold about you in certain circumstances.  Please contact Tom Hayes for more details on this right.

Direct marketing

Information relating to you will be used to notify you by post, email or other electronic means of our goods and services and those of any third party business partners, in particular events or offers in which we believe you may be interested. You can withdraw your consent to use of personal data for marketing at any time by contacting us through our website www.thelangfoundation.org.uk or at 78 Longtown Road, Dundee, DD4 8JU.

Complaints

Please contact Tom Hayes at tom.hayes@cjlang.co.uk with any query or concerns regarding your personal information and this privacy notice in the first instance. If your query or concern is not dealt with appropriately, this can matter can be escalated to the Information Commissioner (www.ico.gov.uk) for further information about your rights and how to make a formal complaint.