Data protection

Privacy Notice under the General Data Protection Regulations (2018)
Who are we?
The New Romney Old School Trust is run by a group of volunteer Trustees. Our Constitution states that:
‘The Trust is a registered charity and its aims are to refurbish, maintain and utilise the Old School, New Romney and such other property as the charity may acquire in Trust for the communal use by the residents of and visitors to New Romney for a meeting place, provision of facilities for study and exhibition, a library, museum and any other use having a purpose beneficial to the whole or part of the community of New Romney and its surrounding areas.’

What data do we collect?
We collect and hold your name, address, telephone/mobile number and email address. We may also record your willingness to assist the Old School on a voluntary basis. Where cheques are payable to the Old School they are paid directly into the bank and no information from these cheques is retained on our records. We do not collect data about anyone who is a child. HMRC require us to retain records of donations made under Gift Aid for 7 years.

What do we do with the data?
We provide you with information about activities at the School. We will NOT share your information with any third party. We will NOT sell or rent out your data and we do NOT carry out any sort of profiling. We may from time to time send you additional information from other organisations which we feel may be of interest to you. But we do not give the other organisations your information. If you wish to attend their event the responsibility to contact them is with you.
How do we collect your data?
We ask our Film Club members to complete a membership application form every year. Other people that are currently on our database will be requested to confirm that we can continue to hold their data. All new contacts will be asked to confirm agreement to their data being used as described in this document.

You also have the right to ask us to remove any data that we hold on you.   

How do we protect your data?
We protect your data by limiting who has access to the information. It will only be made available to specific Trustees on a ‘need to know’ basis. The information is held electronically and is password protected. The Treasurer of the Trust is the database manager. What are your rights with regards to the data that we hold?
You have the right to ask what information we hold about you and you have the right to check and correct any mistakes in that data. In order to this you should:
• e-mail:, or,
• write to New Romney Old School Trust, Church Lane, New Romney TN28 8ER If we become aware of any loss or damage to any personal information which is likely to result in a risk to the rights and freedoms of those persons involved, we will communicate with all those affected as soon as possible. We will also inform the Information Commissioner’s Office.

Retention of Data
If you wish to be removed from our database you should inform us as described in the previous section. We will comply within 14 days.

General Information
We may need to change the data that we hold from time to time. We may also change the way that we process it. If we plan to make any such changes we will inform you. A copy of the current version of the policy will be displayed on our website.
This policy will be reviewed regularly and may be updated from time to time. You will be informed of any changes.

Issue 2 – 24 May 2018