Privacy Policy for The Association of Rural Dispute Resolvers

 

1. Contact Details The Association of Rural Dispute Resolvers (“we,” “us,” “our”) is responsible for the personal data we collect and process. If you have any questions about this privacy policy or your data, you can contact us at:

Contact: Julie Liddl
Email: julieliddle@pfk.co.uk

2. Types of Personal Data We Collect We may collect and process the following types of personal data:

  • Member Information: Full name, email address, phone number, job title, and firm information (for members and committee members who opt to publish their details).
  • Login Credentials: Username and password for members who log in to the website.
  • Event Booking Information: Member name and details of event bookings (including number of tickets and accommodation requests). No payment information is processed via the website.
  • Website Usage Data: Information collected via Google Analytics 4 (GA4), such as IP addresses, device type, browser type, session duration, pages visited, and interactions.

3. How We Collect Personal Data

  • Directly from members when they provide their details for publication or register to access the members’ section.
  • Automatically via cookies and analytics when members browse our website.

4. Purpose of Data Collection and Processing We process your personal data for the following purposes:

  • To manage membership and provide member services:
    • Publishing member and committee contact details (where consent has been provided).
    • Providing access to the members’ section and event booking platform.
  • To process event bookings:
    • Handling ticket and accommodation requests for conferences and events.
  • To communicate with members:
    • Responding to inquiries, providing updates, and sending relevant association-related communications.
  • To improve our website:
    • Monitoring website usage and performance through Google Analytics 4 to enhance user experience.

5. Lawful Basis for Processing We process personal data based on the following lawful bases:

  • Consent: For publishing member and committee contact details and for cookies/tracking consent.
  • Contractual Necessity: To manage member accounts and process bookings.
  • Legitimate Interests: To improve website functionality and ensure secure access to members’ areas.

6. Data Sharing We do not sell or share your personal data with third parties for marketing purposes. We may share data with trusted third parties where necessary for the following purposes:

  • Hosting Provider: Krystal.io provides hosting services and may have access to data stored on our website for maintenance and security purposes.
  • Google Analytics: Data collected through Google Analytics 4 may be processed by Google in accordance with their Privacy Policy.
  • Backup Services:
    • ManageWP (owned by GoDaddy): Used for website management and automated backups.
    • UpdraftPlus: Used to send website backups to a secure Google Drive.
  • Internal Administration: Committee members and administrators may access booking and contact data to manage association activities.

7. Data Retention We retain personal data for as long as necessary to fulfill the purposes for which it was collected, including:

  • Membership details: Retained for the duration of the membership plus [specify time, e.g., 1 year] after membership ends, unless the member requests deletion.
  • Event bookings: Retained for audit and record-keeping purposes for [specify time, e.g., 2 years].
  • Website analytics data: Retained as per Google’s standard retention settings (e.g., 14 months or shorter as configured).

8. Security Measures We take appropriate technical and organizational measures to protect your data, including:

  • SSL encryption to secure data transmitted via the website.
  • Restricted access to administrative areas of the website.
  • Regular updates and monitoring of our hosting environment.

Please note that although we take steps to protect your data, the website database is not encrypted.

9. Your Data Protection Rights Under UK GDPR, you have the following rights:

  • Right to Access: Request a copy of your personal data.
  • Right to Rectification: Request correction of inaccurate or incomplete data.
  • Right to Erasure: Request deletion of your data where applicable.
  • Right to Restrict Processing: Request limited use of your data in certain circumstances.
  • Right to Object: Object to processing based on legitimate interests.
  • Right to Data Portability: Request transfer of your data to another organization in a structured format.

To exercise any of these rights, please contact us using the details provided in Section 1.

10. Cookies and Tracking Technologies Our website uses cookies for functionality and analytics purposes. When you visit our website, you will see a cookie consent banner that allows you to accept or decline non-essential cookies, including analytics tracking.

We use the following types of cookies:

  • Essential Cookies: Necessary for website functionality (e.g., login and security).
  • Analytics Cookies: Used to monitor website performance and collect information about user interactions.

You can manage your cookie preferences through the banner or adjust your browser settings. Additionally, you can opt out of Google Analytics tracking by installing Google’s opt-out browser add-on.

For more information about how Google Analytics collects and processes data, you can visit Google’s Privacy Policy.

11. Changes to This Privacy Policy We may update this privacy policy from time to time to reflect changes in legal requirements or our practices. The latest version will always be available on our website.

Last updated: [Insert Date]

12. How to Lodge a Complaint If you believe we have not handled your data in line with applicable laws, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Alternatively, you can contact us directly to resolve any concerns.

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