This privacy notice describes how Holywood Residents Association collects and processes Personal Information in regard to our members.
This privacy notice applies to any individual whose Personal Information we process in the course of their membership (each individual known as a “data subject” or “you“).
SCOPE OF THIS PRIVACY NOTICE
This privacy notice applies when we collect your Personal Information in the course of offering or administering our Membership, and it applies to all Personal Information we collect or process about you.
PERSONAL INFORMATION WE COLLECT
“Personal Information” is information that identifies you as an individual or relates to an identifiable individual.
We may collect your Personal Information in the following ways:
- You may provide your Personal Information directly to us
- We may collect your Personal Information from public sources
- With your permission we may collect Personal Information from 3rd Party Sources.
The Personal Information we may collect about you may include:
- Name and contact information;
LEGAL BASES FOR PROCESSING PERSONAL INFORMATION
We must have a legal basis to process your Personal Information. In most cases the legal basis will be one of the following:
- For our legitimate interests, for example to provide Services to you, to ensure that the Services we provide are appropriate for your requirements, to improve our Services, manage our risks, maintain accurate records, and manage our administration in an efficient way;
- To comply with our legal obligations such as due diligence and reporting obligations.
We process Sensitive Personal Information on the following legal bases:
- Your consent, where consent is required by law. You may withdraw your consent at any time by contacting us using the details at the end of this privacy notice;
- To establish, exercise or defend legal claims; or
- Where legislation otherwise permits us to process Sensitive Personal Information.
HOW WE MAY USE YOUR PERSONAL INFORMATION
We use your Personal Information:
- To provide the Services and fulfil our obligations to you as a member;
- To conduct data analysis;
- For fraud monitoring and prevention;
- To help develop new services and to enhance, improve or modify our Services;
- To operate and expand our activities;
- To carry out background checks and conduct due diligence;
- To perform administrative activities in connection with our Services;
- To exercise, defend or protect our legal rights; and
- To comply with legal and professional obligations and to cooperate with regulatory bodies.
DISCLOSURE OF YOUR PERSONAL INFORMATION
We may share your Personal Information with third parties under the following circumstances:
- If we are obliged to disclose your Personal Information under applicable law or regulation, which may include laws outside your country of residence; and
- In the event of any reorganisation, joint venture, assignment, transfer or other disposition of all or any portion of our assets.
SECURITY AND RETENTION
Holywood Residents Association maintains appropriate technical and organisational security measures to protect the security of your data against loss, misuse, unauthorised access, disclosure or alteration. These measures are aimed at ensuring the ongoing integrity and confidentiality of Personal Information. We evaluate these measures on a regular basis to ensure the security of the processing.
We will retain your Personal Information for as long as is necessary for the provision of Services to you. When we no longer need your Personal information in connection with the Services, we will then retain your Personal Information for a period of time that reasonably allows us to comply with our regulatory obligations and to commence or defend legal claims. We may retain aggregated or anonymised data (which is not treated as Personal Information under this privacy notice) for longer.
CHOICES AND ACCESS
Holywood Residents Association is the controller responsible for the Personal Information we collect and process.
If you would like to review, correct, update, suppress, object to or restrict the processing of your Personal Information or request a copy of Personal Information about you, you may contact us by sending us an email to info@holywoodresidents.com sending your request by postal mail to the address provided in the “Contact & Comments” section below.
In your request, please make clear what Personal Information you would like to have changed, whether you would like to have your Personal Information suppressed from our database or otherwise let us know what limitations you would like to put on our use of your Personal Information. For your protection, we may only implement requests with respect to the Personal Information associated with the particular email address that you use to send us your request, and we will need to verify your identity before implementing your request. We will try to comply with your request as soon as is reasonably practicable.
Please note that we may need to retain certain information for recordkeeping purposes and/or to complete any processes that you began prior to requesting a change or deletion. There may also be residual information that will remain within our databases and other records, which will not be removed.
We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy. If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint to the Information Commissioner’s Office at ni@ico.org.uk.
CHANGES TO OUR PRIVACY NOTICE
You may request a copy of this privacy notice from us using the contact details set out below.
We may modify or update this privacy notice from time to time by notifying or providing a revised version to you. Where changes to this privacy notice will have a fundamental impact on the nature of the processing or otherwise have a substantial impact on you, we will give you sufficient advance notice of these changes so that you have the opportunity to exercise your rights (e.g. To object to the processing).
CONTACT & COMMENTS
If you have any questions or comments regarding this privacy notice, please contact the Association on E Mail: info@holywoodresidents.com