Privacy Policy

This is a live document, and may be updated. It was last updated on 11 April 2021 at 7:33 pm. If you have any comments or feedback please use the contact form.

1.       Introduction

1.1    We are committed to safeguarding the privacy of our website visitors.

1.2    This policy applies where we are acting as a data controller with respect to the personal data of such persons; in other words, where we determine the purposes and means of the processing of that personal data.

1.3    We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website, we will ask you to consent to our use of cookies when you first visit our website.

1.4    In this policy, “we”, “us” and “our” refer to Reclamation 2022.

2.       Credit

2.1    This document was created using a template from Docular (https://seqlegal.com/free-legal-documents/privacy-policy).

3.       The personal data that we collect

3.1    In this Section 3 we have set out the general categories of personal data that we process.

3.2    We may process data enabling us to get in touch with you (“contact data“). The contact data may include your name, email address, postal address and/or social media account identifiers. The source of the contact data is you.

3.3    We process your membership data (“membership data“). The membership data may include your your name, email address, postal address and/or social media account identifiers. The source of the contact data is you.

3.4    We process information relating to transactions, that you enter into with us and/or through our website (“transaction data“). The transaction data may include your name, your contact details, your payment card details (or other payment details) and the transaction details. The source of the transaction data is you.

3.5    We may process information contained in or relating to any communication that you send to us or that we send to you (“communication data“). The communication data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms.

3.6    We may process data about your use of our website and services (“usage data“). The usage data may include your anonymised IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system.

4.       Purposes of processing and legal bases

4.1    In this Section 4, we have set out the purposes for which we may process personal data and the legal bases of the processing.

4.2    Operations – We may process your personal data for the purposes of operating our website, the processing and fulfilment of membership orders and providing our services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and services.

4.3    Relationships and communications – We may process contact data, membership data, transaction data and/or communication data for the purposes of managing our relationships, communicating with you (excluding communicating for the purposes of direct marketing) by email or post, providing support services and complaint handling. The legal basis for this processing is our legitimate interests, namely communications with our website visitors and members, the maintenance of relationships, and the proper administration of our website and services.

4.4    Direct marketing – We do not engage in direct marketing.

4.5    Research and analysis – We may process usage data and/or transaction data for the purposes of researching and analysing the use of our website and services, as well as researching and analysing other interactions with our convention. The legal basis for this processing is our legitimate interests, namely monitoring, supporting, improving and securing our website, services and convention generally.

4.6    Record keeping – We may process your personal data for the purposes of creating and maintaining our databases, back-up copies of our databases and our business records generally. The legal basis for this processing is our legitimate interests, namely ensuring that we have access to all the information we need to properly and efficiently run our convention in accordance with this policy.

4.7    Security – We may process your personal data for the purposes of security and the prevention of fraud and other criminal activity. The legal basis of this processing is our legitimate interests, namely the protection of our website, services and convention, and the protection of others.

4.8    Insurance and risk management – We may process your personal data where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks and/or obtaining professional advice. The legal basis for this processing is our legitimate interests, namely the proper protection of our convention against risks.

4.9  Legal claims – We may process your personal data where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

4.10  Legal compliance and vital interests – We may also process your personal data where such processing is necessary for compliance with a legal obligation to which we are subject or in order to protect your vital interests or the vital interests of another natural person.

5.       Providing your personal data to others

5.1    We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice.

5.2    Your personal data held in our website database will be stored on the servers of our hosting services providers.

5.3    Financial transactions relating to our website and services are handled by our payment services providers, Stripe. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds.

5.4    In addition to the specific disclosures of personal data set out in this Section 5, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

6.  International transfers of your personal data

6.1    We do not transfer your personal data to countries outside the United Kingdom and the European Economic Area (EEA).

7.      Retaining and deleting personal data

7.1    This Section 7 sets out our data retention policies and procedures, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

7.2    Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

7.3    Notwithstanding the other provisions of this Section 7, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

8.       Your rights

8.1    In this Section 8, we have listed the rights that you have under data protection law.

8.2    Your principal rights under data protection law are:

(a)    the right to access – you can ask for copies of your personal data;

(b)    the right to rectification – you can ask us to rectify inaccurate personal data and to complete incomplete personal data;

(c)    the right to erasure – you can ask us to erase your personal data;

(d)    the right to restrict processing – you can ask us to restrict the processing of your personal data;

(e)    the right to object to processing – you can object to the processing of your personal data;

(f)    the right to data portability – you can ask that we transfer your personal data to another organisation or to you;

(g)    the right to complain to a supervisory authority – you can complain about our processing of your personal data; and

(h)    the right to withdraw consent – to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent.

8.3    These rights are subject to certain limitations and exceptions. You can learn more about the rights of data subjects by visiting https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/.

8.4    You may exercise any of your rights in relation to your personal data by emailing [email protected]

9.    Our details

9.1 This website is run by the committee of Reclamation 2022. Details of the committee and their email addresses can be found on this website.

9.2 Email is our preferred contact method and allows us to reply in a timely manner. However, should you wish to write to Reclamation 2022, please address your correspondence to: Emma Kalson, Office 2024, 109 Vernon House, Nottingham, NG1 6DQ, UK.

Reclamation 2022