Privacy Policy

BACKGROUND:

 

Kodagu Association UK understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, kodaguassociation.co.uk (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

 

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is requested.

 

1.            Information About Us

Our Site is owned and operated by Kodagu Association UK, an unincorporated association.

Data Protection Officer: Mr Kongandra Thimaya, Secretary, Kodagu Association UK.

Email address: ukkodaguassociation@gmail.com

Postal address: The Secretary, Kodagu Association UK, 7 Overhills, Olney, Bucks MK46 5PP, England

 

2.            What Does This Policy Cover?

This Privacy Policy applies only to your use of Our Site. Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

 

3.            What Is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

 

4.            What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

a)            The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 12.

b)            The right to access the personal data we hold about you. Part 11 will tell you how to do this.

c)            The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 12 to find out more.

d)            The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we hold. Please contact us using the details in Part 12 to find out more.

e)            The right to restrict (i.e. prevent) the processing of your personal data.

f)             The right to object to us using your personal data for a particular purpose or purposes.

g)            The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.

h)            The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

i)              Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 12.

It is important that your personal data is kept accurate and up-to-date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, so please contact us first, using the details in Part 12.

 

5.            What Data Do You Collect and How?

Depending upon your use of Our Site, we may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. We do not collect any ‘special category’ or ‘sensitive’ personal data or personal data relating to children or data relating to criminal convictions and/or offences.

 

Data Collected

How We Collect the Data

Identity and Contact Information including name, email address and contact telephone number

This data is collected when the User registers on the website and creates a User account.  This may also be collected when the User contacts Us through the ‘Contact Us’ facility

 

Our site is hosted by Wix.com.  To ensure the operational functionality of the website, Wix.com will monitor and log traffic to the website.  Information that Wix.com may automatically collect about you every time you visit the website could include  
the details of the device you use to access our site, your user activity details and preferences, your browser history details, your location details and your electronic identification data including IP address and information collected through cookies.  Please also refer to our Cookie Policy.  Further information can be obtained from Wix.com at https://www.wix.com/about/privacy.  In this context, We are the ‘data controller’ and Wix.com is the ‘data processor’.

 

 

6.            How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we may use your personal data, and our lawful bases for doing so:

 

What We Do

What Data We Use

Our Lawful Basis

Registering and Administering you on Our Site.

Name, email address and contact telephone number.

Consent given by the data subject / User to facilitate regular contact with Users in accordance with Our aims and objectives

Communicating with you

Name, email address and contact telephone number.

Consent given by the data subject / User to facilitate regular contact with Users in accordance with Our aims and objectives.

 

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 12.

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, [we] OR [I] may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

 

7.            How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

 

Type of Data

How Long We Keep It

Identity and Contact Information including name, email address and contact telephone number

For as long as you remain a member of the Kodagu Association UK.  When you cease to me a member, your records will be deleted within three months if we are no longer legally obligated to keep this information

Technical information including operating system, browser type, electronic ID like IP address

For as long as Wix.com hosts the website for Kodagu Association UK or for any longer period as they may be legally obligated to keep this information.

 

8.            How and Where Do You Store or Transfer My Personal Data?

Data is stored by Wix.com at a number of international locations and is in accordance with their data storage policies which can be accessed at https://www.wix.com/about/privacy (section 5).

Wix.com may store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that Wix.com will make sure that (i) there is a level of protection deemed adequate by the European Commission or (ii) that the relevant Model Standard Contractual Clauses are in place. Wix.com participates in, and has certified its compliance with, the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework. 

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

·         limiting access to your personal data to those employees, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality;

·         procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;

 

9.            Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

 

10.         Can I Withhold Information?

You may access certain areas of Our Site without providing any personal data at all. However, to use all features and functions available on Our Site you may be required to submit or allow for the collection of certain data.

 

11.         How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 12. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 28 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

 

12.         How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of The Secretary, Kodagu UK Association):

Email address: ukkodaguassociation@gmail.com

Telephone number: none.

Postal Address: The Secretary, Kodagu Association UK, 7 Overhills, Olney, Bucks MK46 5PP England.

 

13.         Changes to this Privacy Policy

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up-to-date. This Privacy Policy was last updated on 31 August 2020.

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