How do we collect information?
What information do we collect?
How do we use your information?
Sharing of your information
Holding and storing your information
Job applicants and current and former employees
Your rights to accessing your personal data held by ADA
Payment card information
This policy explains how we collect and use your personal information. Examples of your personal information would include your name, address and email address.
Any personal information collected is protected under the eight data protection principles outlined in the Data Protection Act 1998. These principles protect the reasonable and lawful use of personal data without infringing user privacy.
If you don’t want to receive such information, please let our data protection officer know, in writing, or at the email address provided below.
For more on the Data Protection Act 1998, visit the Information Commissioner’s Office website.
ADA is a membership organisation for those involved in land drainage, flood risk and water level management. Our purpose is to champion and campaign for the sustainable delivery of water level management, offering guidance, information and support to our members across the UK, and informing the public about our members’ essential work.
To enable us to achieve this, we hold information about our members, collaborators and contacts. Data we hold will be used confidentially, and to help us run our services and keep you informed – for example, to collect subscriptions, mail out publications and let you know about relevant conferences, training, services and events.
We may collect information about you whenever you interact with us. For example, when you contact us by phone, post, or email; or register on our website, make an application for membership, accept inclusion on a mailing list or database, you may specifically and knowingly provide us with your personal information. If the organisation you either work for, or are a director/board member of, is a member of ADA, we may receive information from them to enable us to contact you on their behalf to fulfil their membership with us.
When you interact with us, we may ask you to provide us with your name, job title, address, email address, and telephone number. We will require bank account details, if for example you are booking a place on one of our events. ADA would not ordinarily require you to provide us with any personal sensitive information, for example regarding your health or marital status. We may ask you to advise us of any dietary requirements when you register for events or training courses which are catered, however this information is not stored.
We may collect some, or all, of this information when you visit our website, depending on how you use it. We also monitor how people use our website so we can improve it. However, you can use our website without giving us any personal information. If you visit our site anonymously, we may however still record information about:
We do this by using cookies, which you can learn more about in the specific section below.
We may also receive information about you from third parties, such as credit reference agencies, who are legally entitled to disclose that information.
We may use your information in a number of ways and for a number of purposes including:
You can withdraw your consent to be contacted by ADA at any time. All of our communications provide a clear route for you to opt out and should you wish to change your communication preferences, you can do this at any time, either by emailing email@example.com, or writing to us at Rural Innovation Centre, Avenue H, Stoneleigh Park, Warwickshire, CV8 2LG.
ADA does not share or sell personal information about any member, contact, or customer with third parties for the purposes of marketing.
ADA may disclose your personal information to third parties when permitted by law including:
We retain personal information we collect from you where we have an ongoing legitimate business need to do so, for example, to provide you with a service you have requested, provide access to membership benefits, meet contractual agreements, or to comply with applicable legal, tax or accounting requirements.
When ADA has no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information until deletion is possible.
We store our data on our own secure server and secure cloud based systems.
We have put in place technical and organisational security measures to prevent the loss or unauthorised access of your personal information. However, whilst we have used our best efforts to ensure the security of your data, please be aware that we cannot guarantee the security of information transmitted over the Internet.
If you apply to work at ADA, we will only use the information you give us to process your application and to monitor recruitment statistics. If we want to disclose information to someone outside of ADA, for example if we need a reference, we will make sure we tell you beforehand, unless we are required to disclose this information by law.
If you apply for a job opportunity we will also collect information so we can assess your suitability for the role.
If you are unsuccessful in your job application, we will hold your personal information for a maximum of six months after we’ve finished recruiting the post you applied for. After this date we will destroy or delete your information.
If you begin employment with us, we will put together a file about your employment. We keep the information in this file secure, and will only use it for matters that apply directly to your employment.
You have a right to ask us to stop processing your personal information, and if it’s not necessary for the purpose you provided it to us for (e.g. registering you for an event) we will do so. Contact us on +44 (0)2476 992 889 or firstname.lastname@example.org if you have any concerns.
You have a right to ask for copies of the personal information we hold about you, and details of how we use that information. If there are any discrepancies in the information we provide, please let us know and we will correct them.
You have a right to be ‘forgotten’ by ADA. This will involve us identifying and deleting all data held about you by us where this does not affect ADA’s ability to comply with applicable legal, tax or accounting requirements.
In relation to all of these rights, please email us at email@example.com in the first instance, outlining your specific request. We will then advise you of the process. This will, as a minimum, involve supplying us with proof of your identity to ensure that we only provide personal information to the right person.
In certain circumstances (e.g. where required or permitted by law) we might not be able to provide you with access to some of your personal information, but where appropriate we will notify you of the reasons for this.
If you use your credit or debit card to buy something or pay to register your place at an event online or over the phone, we will ensure that this is done securely.
Following the completion of your transaction, we do not store your credit or debit card details. All card details and validation codes are securely destroyed once the payment has been processed. Only staff authorised and trained to process payments will be able to see your card details.
If we receive an email containing any credit or debit card details, it will be immediately deleted, no payment will be taken and you will be notified about this.
We use SagePay as our payment gateway and you can find out more about this at www.sagepay.co.uk/policies/security-policy.
Cookies are small, often encrypted text files, located in your browser directories. They are used by web developers to help users navigate their websites efficiently and perform certain functions. Due to their core role of enhancing/enabling usability or site processes, disabling cookies may prevent users from using certain websites.
There are different types of cookies, the most common are often referred to as ‘session’ cookies. These are used to keep track of information needed by a user as they travel from page to page within a website. These cookies have a short lifetime and expire within a few minutes of the user leaving the site.
Other types of cookies can be used to track internet activity after the user has left a website. These are either sponsored by organisations external to the website being visited (known as ‘third party’ cookies) or can originate from the website organisation itself (‘first party’ cookies). These usually have a long lifetime with several months being quite common. They are ‘harvested’ and ‘refreshed’ whenever the user visits a page where the same or a similar cookie is being used.
The only third party cookies we use are those required for Google Analytics, a web analytics service provided by Google Inc. (Google). This allows us to track the site’s performance by seeing visitor numbers for example and other tools that allow us study and improve visitor behaviour and interaction. This data is totally anonymous and we cannot identify our visitors or tell anything about them. It allows us to:
If we start using any other third party cookies, we’ll let you know in this statement.
ADA’s website uses Google Analytics. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States.
Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for ADA and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using our website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
Internet browsers normally accept cookies by default; however, it is possible to set a browser to reject cookies. If this is done it is important not to exclude the benign and useful session cookies or first party cookies. If you decide to do this you should choose an option that rejects all third parties.
The Data Controller for ADA is Innes Thomson, Chief Executive.
FAO: Data Controller
Address: Rural Innovation Centre, Avenue H, Stoneleigh Park, Warwickshire, CV8 2LG
Tel: 02476 992 889
By continuing to use our website you will be deemed to have accepted such changes.
This policy was last updated on 17 July 2018.