We follow the rules and regulations set out predominantly by the GDPR. You have an absolute right to your privacy in our processing of your data by us and any third parties with whom we work or are affiliated with.
Information held by us
If you become a Member of our organisation of any description, or support us, we retain your:
- Email address
- Mailing address
- Telephone number
- Other information you have chosen to share with us
- Historical contact between you and us, including your membership history and any contributions made.
Please note, when you set up payments by your own standing order or online direct payment to our bank or Paypal account, we do not have access to such information, unless payments are arranged via direct debit payment
If you have any questions regarding this privacy notice or the use of data and personal information, please contact our Chair or Secretary.
There may be times when we collect more information from you, such as details of your race, ethnicity, sexual orientation, religious beliefs, political affiliations or views, other memberships or information about your health. This may be at times when you are attending any event or signing up to a specific programme we are running.
Generally, we do not collect or keep a record of sensitive information. If we do need to gather this information we will only do so with your explicit consent. We have measures in place to protect your sensitive information and its confidentiality and will not share it with anyone without your express consent prior to doing so (for example, if you wish to sign up to one of educational programmes run by a third-party organisation).
Our organisation only allows membership from those over the age of 18. If you are under 18, we would encourage you to ask a parent or a guardian to become a member instead. We do at times work with younger people on projects but only with express guardianship consent. We are committed to safeguarding the welfare of all children involved with us and will collect the detail of children we work with, as well as the details of their relevant parent or guardian.
In accord with consideration of the GDPR, we are satisfied that our legal justification for collection and usage of your personal information is to ensure we can keep a clear record of our membership and supporters and to ensure we have a clear record of you, should you need to contact us further or we need to contact you. This is where, by providing this information to us, and consenting to our knowledge of such information, you also consent to your data being used by us in certain ways including:
- Donating money to our cause
- Joining our cause
- Contacting us directly is there is a query or information you require
- Where it is necessary to comply with a legal obligation
- Where it is necessary in the performance of contractual obligation
- Where it is necessary as our legitimate intereststo contact you in order to raise funds and achieve our objectives
- Where it is necessary to contact you about your membership or any item or service bought from us
We also need to ensure we are not a party to any matters that may be offences under the law. There may be times we process your information to ensure our reputation is protected, such as ethical screening of donations. If you choose not to have your personal information analysed for due diligence purposes, we may not be able to accept your donation.
There may be occasions where we do work with other organisations on an educational or fundraising project. We will only pass on your details if you have consented to us doing so, unless it is data processed by an organisation which you have already given consent to, such as your bank or an organisation which has its own data and consent policy such as GoFundMe.
We participate in Facebook, Twitter, Instagram and YouTube, amongst others. If you post your comments to our pages / accounts on those sites, your details are kept according to any agreements you have entered into with those organisations, though we may retain your details from those sites for our record purposes.
If you do not want your information to be retained by us, then please do contact our Chair or Secretary to remove you from AAI membership or affiliation, where relevant.
We only hold your personal information on our systems for as long as is necessary for the purposes outline.
We will continually aim to improve the quality and accuracy of the information you have provided to us, including your contact details.
Our current payment service providers use a range of methods to protect your personal information including secure payment gateways, fraud screening and IP address blocking.
Despite our best efforts to protect your personal information electronically, the security of information sent over the internet cannot be guaranteed and may be illegally intercepted or changed after it has been sent. We cannot accept liability for this if this happens.
Your data protection rights
You are in control of how we use your data and you have the right to ask us to stop processing your personal information. You also have the right to request a copy of the information we hold about you.
You are also granted a number of additional rights under data protection legislation, which are outlined below:
- Where we are processing data based on your consent, you have the right to withdraw consentat any time as outlined above. You have the right to change your personal information if it is incomplete or inaccurate.
- You have the right to request the deletion or removalof your personal information in certain circumstances, such as when you are no longer associated with AAI and it is no longer necessary for us to hold it for the purposes for which we were processing it.
- You have the right torestrict our processing of your data if there is disagreement about its accuracy or legitimate usage.
- You have the right to move, copy or transferyour personal information easily and safely from one IT environment to another, in some circumstances.
- You have the right to object to processingbased on legitimate interests including profiling activity, and “direct marketing”.
Please note that these rights are not exercisable in all circumstances. For example, personal data might not have to be erased if it is needed in the interests of public health, or to support legal claims, compliance and scientific or historical research.
For more information about these rights, please read the guidance issued by the Information Commissioner’s Office (ICO).
Subject Access Requests
If you would like to request a copy of the personal information that we hold on you, please contact our Chair or Secretary and we will respond to your request at the latest within one month of receipt.
Making a complaint
Listening and responding to feedback from our members is very important to us.
You can make a complaint or raise a concern about how we process your personal information by contacting our Chair or Secretary.
If you are not happy with how we have handled your complaint, you can contact the ICO (responsible for upholding information rights in the UK). Alternatively, you may choose to contact the ICO directly, regardless of whether you have raised the complaint with us first.
Changes to this privacy notice
This privacy notice may change from time to time. For example, we may update this notice to reflect any relevant changes to legislation and regulation, and any changes to our policy.
Please visit this website section periodically to keep up-to-date with the changes in our notice.