PRIVACY NOTICE – COMPANY MEMBERSHIP

PRIVACY NOTICE – COMPANY MEMBERSHIP

1. This Privacy Notice has been issued by the Fishmongers’ Company to comply with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
2. As a Member of the Company, we want to ensure that you have the choice to determine how and why we use your personal data. This Notice aims to inform you of how we use your data.

DATA CONTROLLERS AND DATA PROTECTION OFFICERS

3. For the purposes of data protection legislation, the Fishmongers’ Company is the data controller in relation to a Member’s personal data. The Fishmongers’ Company’s registered office is at Fishmongers’ Hall, London Bridge, London EC4R 9EL (registered in England number: RC000187).
4. The appointed Data Protection Officer for the Company is Peter Capon, contactable at dp@fishmongers.org.uk or by post at Fishmongers’ Hall.

HOW YOUR INFORMATION WILL BE USED

5. This Privacy Notice forms part of Terms & Conditions for being a Member of the Company. In legal terms, Members such as yourself are ‘Data Subjects’. Under this we may also collect personal information regarding your spouse and dependents, if appropriate.
6. When you become a Member of the Freedom or Livery of the Fishmongers’ Company, we will collect from you only those data that are necessary for the registration and administration of your membership, and for the Company to contact you directly.
7. You may submit further information at your own discretion (for example, alternative contact information, food allergies, access requirements etc.). To ensure that the information we hold is accurate and up to date, please ensure that we are informed promptly of any relevant change to your contact details by updating your profile in the Membership Platform.
8. As a Member of Livery, your name will be submitted for inclusion on the City of London’s Common Hall Register, to allow you to exercise your right to vote in the election of the Lord Mayor, the Sheriffs, and certain other City officers. If you would like to not be included on the Register, please notify the Company’s Data Protection Officers or the Head of Membership.
9. We will only use your data for business purposes, such as to keep your membership files up to date, for internal business analytics, and to communicate with you regarding Company events and activities.
10. We store your data within secure systems onsite at Fishmongers’ Hall, London, and on secure offsite servers located within the European Economic Area.
11. Your data will only be available to the relevant officers of the Executive Staff who need to have access to them, and the Court of Assistants of the Company.
12. Your basic contact details (telephone number or email/postal address) may also be made available to other members of the Company’s Freedom and Livery on request, for communication purposes in the interest of enhancing fellowship and fraternity between Company members.
13. We will never collect Sensitive Personal Data from you without your explicit consent, and an explanation of why it is required.
14. We do not use automated decision making (including profiling) in any circumstances. However, if you consent for your data to be held in our Membership Platform, we may periodically send you information relating to the Company’s activities and invitations to Company events.

STORAGE AND ACCESS TECHNOLOGIES

15. We use tracking pixels within our digital communications (i.e. emails) with our Members. A tracking pixel is a small piece of code that activates when a Member interacts with an email received from the Company, letting us know if Company communications have been safely received, opened, or otherwise. The reasons for using tracking pixels are:

a. to help our IT team provide support to you in relation to Company communications, and/or

b. to help our Comms team analyse the effectiveness of Company communications, in terms of which type(s) of digital contact are of most interest to our Members.

The specific elements of your data collected as part of this process are the mail client used (e.g. Outlook, Gmail etc), the type of browser used (e.g. Edge, Chrome etc), the time of the interaction and the IP address accessing the communication.

HOW LONG WE WILL KEEP YOUR DATA

16. Your personal data will be stored for the duration of your Membership of the Company. If your Membership ends, your personal data will be stored in line with Company Retention Schedules (as defined by relevant legislation and best practice guidelines) before being securely destroyed.

YOUR RIGHTS IN RELATION TO YOUR DATA

17. You have the right to:

a. access your personal data. If you wish to request copies of your personal data, please contact the Data Protection Officer.

b. have your personal data rectified if it is inaccurate or incomplete.

c. have your personal data deleted or removed if there is no reason for its continued storage and processing.

d. object to your personal data being processed and to restrict the processing of your personal data in certain circumstances. While processing is restricted, data controllers are permitted to store the personal data to ensure the restriction is respected in future. You will be informed if a restriction on processing is lifted.

e. lodge a complaint about any data controller with the Information Commissioner’s Office (ICO).

18. Further details about data protection and your rights can be found on the ICO’s website at https://ico.org.uk