Data Protection Policy
In order to operate, Newcastle Buddhist entre (NBC) needs to gather, store and use certain
forms of information about individuals and organisations. These can include subscribers to the
newsletter, those regularly contributing by standing order, suppliers of services and other
people the centre has a relationship with or regularly needs to contact. This policy explains how
this data should be collected, stored and used in order to meet NBC’s data protection standards
and comply with the law.
Why is this policy important?
This policy ensures that NBC protects the rights of our sangha, complies with data protection
law, follows good practice and protects the group from the risks of a data breach.
Who and what does this policy apply to ?
This applies to all those handling data on behalf of NBC, and it applies to all data that NBC
holds relating to individuals, including: names, email addresses, postal addresses, phone
numbers and bank details.
Roles and responsibilities
Everyone who has access to data as part of NBC has a responsibility to ensure that they adhere
to this policy. The Data Controller for NBC is Richard Dell, Secretary. He, together with the
trustees, are responsible for why data is collected and how it will be used. Any questions
relating to the collection or use of data should be directed to the Data Controller at firstname.lastname@example.org
Data protection principles
1. We fairly and lawfully process personal data
NBC will only collect data where lawful and where it is necessary for the legitimate purposes of
the centre. An individual’s name and email address will be collected when they first subscribe to
the newsletter or book an event, either through the website or through the sign up sheet. Other
data may also subsequently be collected in relation to bank details if the person sets up a
standing order and postal address if the person completes a gift aid form. The name and
contact details of suppliers will be collected in order to contract for goods and services.
2. We only collect and use personal data for specified and lawful purposes.
When collecting data, NBC will always explain to the subject why the data is required and what
it will be used for, e.g. “Please enter your email address in the form below. We need this so that
we can subscribe you to the newsletter”. We will never use data for any purpose other than that
stated or that can be considered reasonably to be related to it. For example, we will never pass
on personal data to 3rd parties without the explicit consent of the subject.
3. We ensure any data collected is relevant and not excessive.
NBC will not collect or store more data that the minimum information required for its intended
purpose. e.g. we need to collect email addresses to be able to send the newsletter, but postal
addresses or phone numbers will not be collected, since it is unnecessary and excessive for
the purposes of maintaining a distribution list.
4. We ensure data is accurate and up-to-date.
NBC will ask individuals or organisations to check and update their data whenever a change
appears to have taken place e.g. email error message. Any individual will be able to update their
data at any point by contacting the Data Controller.
5. We ensure data is not kept longer than necessary.
NBC will keep data on individuals for no longer than 3 years after its involvement with the
individual has stopped, unless there is a legal requirement to keep records. It is difficult to
monitor if an individual has stopped opening the newsletter so we will ensure the newsletter
includes a process to unsubscribe.
6. We process data in accordance with individuals’ rights.
The following requests can be made in writing to the Data Controller:-
Individuals, suppliers and organisations can
a) request to see any data stored on about them. Any such request will be actioned within
14 days of the request being made;
b) request that any inaccurate data held on them is updated. Any such request will be
actioned within 14 days of the request being made;
c) request to stop receiving any marketing communications. Any such request will be
actioned within 14 days of the request being made;
d) object to any storage or use of their data that might cause them substantial distress or
damage or any automated decisions made based on their data. Any such objection will
be considered by The trustees and a decision communicated within 30 days of the
request being made
7. We keep personal data secure.
NBC will ensure that data held by us is kept secure. Electronically-held data will be held within a
password-protected and secure environment. Passwords for electronic data files will be re-set
each time an individual with data access leaves their role/position. Physically-held data (e.g.
standing orders or email sign-up sheets) will be stored in a secure location. Keys for locks
securing physical data files should be collected by the Data Controller from any individual with
access if they leave their role/ position. Access to data will only be given to relevant trustees or
suppliers where it is clearly necessary for the running of the centre. The Data Controller will
decide in what situations this is applicable and will keep a master list of who has access to data.
8. Transfer to countries outside and within the UK
NBC will not transfer data to countries outside the UK. NBC will not pass on contact details of
any individual without that individual consenting to their data being shared. We will also not
market any third party activities without prior consent. Occasionally we host events at the centre
and details may be communicated to those subscribing to the newsletter. We may also
communicate about Triratna events elsewhere.
Cookies on the NBC Website
A cookie is a small text file that is downloaded onto ‘terminal equipment’ (e.g. a computer or
smartphone) when the user accesses a website. It allows the website to recognise that user’s
device and store some information about the user’s preferences or past actions. NBC does not