At The Sylhet District Association, we rely on the generosity and support of our members and individuals like you to carry out our vital work to promote, support and provide community-based activities to the Sylheti and wider Bangladeshi community in Portsmouth and surrounding area.
We are committed to protecting the personal details that we process when you engage with us. This Privacy Notice explains why we may ask for your personal information and tells you what we will do with it.
We collect and use personal data to manage our relationships, notify you of upcoming events, ask you for your opinion and feedback, and to better understand how we can meet and exceed your expectations. This allows us to operate and fundraise more efficiently and effectively to ultimately help us reach our goal.
Please read this Privacy Notice carefully to understand how we collect, use, and store your personal information.
The Privacy Notice tells you:
01. Who we are
02. Where we collect information from
03. Information we collect
04. What we do with your information
05. Legal Basis for processing your information
06. How we update your information
07. Who we share information with
08. How to access, correct or delete your information
09. How we keep your data safe
10. How long we store your data for
11. Changes to the Privacy Notice
12. Contact us
Further information
By providing us with personal information, you consent to its collection and use as set out in this Privacy Notice. We aim to be clear, transparent and to use your information in a way that you would reasonably expect us to. We may update this Privacy Notice from time-to-time, so please check it regularly.
If you have any questions about this Privacy Notice, please contact our Data Protection Officer by email sda-portsmouth@outlook.com or by post using the postal address Sylhet District Association - Portsmouth, 45 Fratton Road, Portsmouth, Hampshire, PO1 5AB.
1 - Who we are:
The Sylhet District Association is a charity that operates in Portsmouth and surrounding area to promote community integration and cohesion through community-based events and activities.
2 – Where we collect information from:
We collect information in the following ways:
Information you give us
Obtain personal information from you when, for example, you complete an online form to participate on a programme, register with us for a mailing list, apply to become a volunteer, take part in an event or make a donation.
Information we get from your use of our website and services
We collect information about the services you use and how you use them, like when you visit our website or attend community events.
3. What information do we collect?
The types of personal information that we collect may include:
Your title, name, gender and date of birth;
Your contact details (address, email, phone number and social media contact details);
Family and spouse/partner details, relationships to other supporters;
Your professional activities and employment details;
Current interests and activities;
Contact preferences;
Media articles about you;
Any other information provided by yourself at the request of The Sylhet District Association - Portsmouth.
Where appropriate we may also ask your interests and motivation for supporting us, although we will never make this question mandatory, and only want to know the answer if you are comfortable providing us with that information. In some limited circumstances, the personal information includes information that is considered 'sensitive data'. This may include personal information regarding racial or ethnic origins, political opinions, and religious beliefs. Where this information is collected, we will tell you, so you know why it is needed.
If you are under 13 you should ask permission of a parent or guardian before sending personal or sensitive information to anyone online.
4. What might we do with your information?
The Sylhet District Association will use your information to run, fund, develop and evaluate events and programmes. If you support us, for example by making a donation, volunteering, registering to fundraise, or signing up for an event, we will mainly use your information to:
Provide you with the services, products or information that you asked for;
Provide you information about other services, products or information we think might interest you where you have consented to being contacted;
Administer your donation or support your fundraising;
Send you surveys, and for market research;
Invite you to events;
Keep a record of your relationship with us and record the contact we have with you; and
Ensure we know how you prefer to be contacted.
We use tracking tools to improve the effectiveness of our communications with you, including tracking whether you open emails we send you and which links you click within a message.
5. Legal Basis for processing your information
Under the UK GDPR and the DPA, we must have a legal reason to collect, keep and use your data. We rely on the following legal basis for processing your data: a. Consent b. Legitimate Interests We process your personal data for our legitimate interests to allow us to run The Prince’s Trust as a charitable entity effectively and in pursuit of our objectives. When we process your personal information for our legitimate interests, we make sure to consider and balance any potential impact on you and your rights under data protection laws. We will always ensure that your personal data will not be used where our interests are overridden by the impact on you. The following are some examples of instances where we process your data for our legitimate interest:
Direct marketing: We will send postal marketing and fundraising requests which further the aims and objectives of The Prince’s Trust and don’t unduly impact the rights of the individual.
Profiling and analysing information: We carry out limited profiling and research to help us understand our donors and potential donors, including gathering information from publicly available resources to give an insight into philanthropic interests and ability to support The Prince’s Trust. (See below for more details).
Profiling and analysing information of our supporters
To tailor what type and level of support we ask you for, we may analyse personal information we collect about you including how you have engaged with us previously, demographic information, measures of affluence, philanthropic interests and networks.
We may also use information in the public domain, for example listed Directorships or typical earnings in each area.
You can opt out of your data being used for profiling and wealth screening techniques by contacting the Data Protection Officer.
6. How we update your information
We review records of our supporters and volunteers to ensure your data is as accurate as possible and always appreciate it if you let us know if your contact details change. It is important that we keep your personal data as up to date as possible so that we can cross reference your information with the Mail and Telephone Preference Services.
7. Who we share your information with
We are committed to protecting your data and therefore it will never be sold to external organisations and will only be disclosed to those acting as agents and data processors carrying out work on our behalf. Where we enter into a relationship with an external party, any such arrangements will be subject to a formal agreement between The Sylhet District Association and that organisation to protect the security of your data.
8. How to access, correct or delete your information
Under the General Data Protection Regulation 2016/679 you have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email the Data Protection Officer or write to us.
To help us locate any personal information about you (or in case we need to get in touch with you to obtain further information to help us locate your records) please include your full name, address and telephone number with your request.
If you do not want to receive any further information about us and would like us to remove your name from our mailing list, use the unsubscribe link in the email you have received. You can also contact us using the details above.
9. How we keep your data safe
We aim to ensure that there are appropriate, physical, technical and managerial controls in place to protect any personal information you may provide to us, for example our online forms are always encrypted, and our network is protected and monitored. Within our offices all our staff receive training on handling data securely.
Where we use external companies to collect or process data on our behalf, we carry out comprehensive checks on them before we work with them and ensure that contracts are in place that set out our expectations and requirements. We may need to transfer your personal data outside of the European Economic Area (EEA) to allow them to perform services on our behalf (for example invitation or participation in an event outside of the EEA in support of The Prince’s Trust). In doing so your data may be stored or processed outside of the EEA. Where this happens, we will endeavour to ensure that your data is being processed in accordance with the appropriate security requirements in line with our legal responsibilities, and by submitting your details in such circumstances you agree to this transfer.
Despite all of our precautions no data transmission over the internet can be guaranteed to be 100% secure. So, whilst we will always strive to protect your personal information, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention that you do so at your own risk.
10. How long we store your data for
We will hold your personal information on our systems for as long as is necessary for the relevant activity. If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us, we won’t keep any information that we don’t need.
11. Changes to this Notice
Any changes to this Notice will be notified by displaying the word 'NEW' next to the 'Privacy Notice' link on our Site at least 30 days before putting such changes into effect. This Privacy Notice was last updated in November 2023.
12. Contact us
If you have any queries about this Notice or any complaints with regard to the administration of the Privacy Notice please contact our Data Protection Officer.
13. Further information
The laws governing how your personal data can be used are:
General Data Protection Regulation 2016/679 (UK GDPR)
Data Protection Act 2018 (DPA)
The Privacy and Electronic Communications Regulations 2003 (PECR)
We also follow the best practice code set out by the Fundraising Regulator: Code of Fundraising Practice.
You can also contact the Information Commissioner’s Office (ICO) at www.ico.org.uk to find out more or report a concern. The ICO is UK’s independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. We work with them to make sure that we collect, store, and use your information appropriately and not do anything you would not reasonably expect us to do with your data
Copyright © 2023 Sylhet District Association - Portsmouth - All Rights Reserved.