Disclosure and additional uses of your information

This section sets out the circumstances in which will disclose information about you to third parties and any additional purposes for which we use your information. PESGB will never sell your data.

 

Disclosure of your information to service providers

We use a number of third parties to provide us with services which are necessary to run our business or to assist us with running our business, some of whom process your information for us on our behalf.  These include the following:

Unless otherwise stated, our third party service providers are located in the European Economic Area.

Your information will be shared with these service providers where necessary to provide you with the service you have requested, whether that is accessing our website or ordering goods and services from us.

When exhibiting at one of our events, your exhibitor contact details will also be shared with other suppliers and the venue you will be exhibiting at. Further details will be included in the terms and conditions of the event you sign up for.

Legal basis for processing: legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
Legitimate interest relied on: where we share your information with these third parties in a context other than where is necessary to perform a contract (or take steps at your request to do so), we will share your information with such third parties in order to allow us to run and manage our business efficiently.

Legal basis for processing: necessary to perform a contract and/or to take steps at your request prior to entering into a contract (Article 6(1)(b) of the General Data Protection Regulation).
Reason why necessary to perform a contract: we may need to share information with our service providers to enable us to perform our obligations under that contract or to take the steps you have requested before we enter into a contract with you.

 

Disclosure of your information to other third parties

We disclose your information to other third parties in specific circumstances, as set out below.

Providing information to third parties such as Google Inc.

Google collects information through our use of Google Analytics on our website. Google uses this information, including IP addresses and information from cookies, for a number of purposes, such as improving its Google Analytics service. Information is shared with Google on an aggregated and anonymised basis. To find out more about what information Google collects, how it uses this information and how to control the information sent to Google, please see the following page: https://www.google.com/policies/privacy/partners/

 

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
Legitimate interest(s): meeting our contractual obligations to Google under our Google Analytics Terms of Service (https://www.google.com/analytics/terms/us.html)

You can opt out of Google Analytics by installing the browser plugin here: https://tools.google.com/dlpage/gaoptout

 

Transfer and storage of your information

Information collected by Google Analytics is stored outside the European Economic Area on Google’s servers in the United States of America.

For further information about the safeguards used when your information is transferred outside the European Economic Area, see the section of this privacy policy entitled Transfers of your information outside the European Economic Area.

 

Sharing your information with third parties, related to or associated with the running of our business.

Where it is necessary for us to do so, we sometimes share your data with third parties including our accountants, committee members, field trip leaders, independent contractors, insurers, trustees and other volunteers.  Further information on each of these third parties is set out below.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
Legitimate interest: running and managing our business efficiently.

 

Accountants

We share information with our accountants for tax purposes. For example, we share invoices we issue and receive with our accountants for the purpose of completing tax returns and our end of year accounts.

Our accountants are Kingston Smith LLP.  Their privacy policy is available here: https://www.kingstonsmith.co.uk/privacy-policy/

 

Committee Members

PESGB are served by generous volunteers who offer their time to assist in running training courses, conferences, Special Interest Groups and Regional Groups.  Without these individuals, these events and groups simply would not run.

Where necessary, we will share your data with these individuals for the efficient running of these groups.

In these situations, data will be shared for a specific purpose and will be time limited.  Individuals concerned will have had training in data protection, have read our data protection policy and have signed a contract, part of which addresses the value of your data.

 

Field Trip Leaders

PESGB are served by generous volunteers who offer their time to assist in organising, facilitating and running Field Trips.  Without these individuals, these events and groups simply would not run.

When you apply for a field trip, you give your consent to share your data with the field trip leader.  If you do not consent, you cannot come on to the Field Trip.

This is to ensure the safety and security of attendees at all times.  Once the Field Trip has finished, the Leader will destroy their copy of your data.

 

Independent Contractors

Occasionally we employ independent contractors for a specific purpose.  In these situations we may share data with them.  In all cases, they will sign a data processing agreement.

 

Insurers

We will share your information with our insurers where it is necessary to do so, for example in relation to a claim or potential claim we receive or make or under our general disclosure obligations under our insurance contract with them.

We use Churchill Insurance Broker. Their privacy policy is available here: http://churchillins.co.uk/privacy-policy/

 

Trustees / Council

Members of the PESGB volunteer to become trustees of the charity.  Without these individuals, the charity would not be able to operate.

As part of the work of trustees, your data may be shared with them for a specific purpose, or as part of the discussions the trustees have.

In these situations, data will be shared for a specific purpose and will be time limited.  Individuals concerned will have had training in data protection, have read our data protection policy and have signed a contract, part of which addresses the value of your data.

 

Other Volunteers

PESGB are served by generous volunteers who offer their time to assist in working in the PESGB office, volunteering at events and many other things besides.

Where necessary, we will share your data with these individuals for the efficient running of these groups.

In these situations, data will be shared for a specific purpose and will be time limited.  Individuals concerned will have had training in data protection, have read our data protection policy and have signed a contract, part of which addresses the value of your data.

 

PESGB Conferences Ltd

PESGB Conferences Ltd is a subsidiary company of PESGB and data is shared between the two companies for internal administrative purposes, including client, customer, member and employee information.

 

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).

Legitimate interest: running and managing our business effectively.

 

Disclosure and use of your information for legal reasons
Indicating possible criminal acts or threats to public security to a competent authority

If we suspect that criminal or potential criminal conduct has been occurred, we will in certain circumstances need to contact an appropriate authority, such as the police. This could be the case, for instance, if we suspect that we fraud or a cyber crime has been committed or if we receive threats or malicious communications towards us or third parties.

We will generally only need to process your information for this purpose if you were involved or affected by such an incident in some way.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
Legitimate interests: preventing crime or suspected criminal activity (such as fraud).

 

In connection with the enforcement or potential enforcement our legal rights

We will use your information in connection with the enforcement or potential enforcement of our legal rights, including, for example, sharing information with debt collection agencies if you do not pay amounts owed to us when you are contractually obliged to do so. Our legal rights may be contractual (where we have entered into a contract with you) or non-contractual (such as legal rights that we have under copyright law or tort law).

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
Legitimate interest: enforcing our legal rights and taking steps to enforce our legal rights.

 

In connection with a legal or potential legal dispute or proceedings

We may need to use your information if we are involved in a dispute with you or a third party for example, either to resolve the dispute or as part of any mediation, arbitration or court resolution or similar process.

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
Legitimate interest(s): resolving disputes and potential disputes.

 

For ongoing compliance with laws, regulations and other legal requirements

We will use and process your information in order to comply with legal obligations to which we are subject. For example, we may need to disclose your information pursuant to a court order or subpoena if we receive one.

Legal basis for processing: compliance with a legal obligation (Article 6(1)(c) of the General Data Protection Regulation).
Legal obligation(s): legal obligations to disclose information which are part of the laws of England and Wales or if they have been integrated into the United Kingdom’s legal framework (for example in the form of an international agreement which the United Kingdom has signed).

Legal basis for processing: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
Legitimate interest: where the legal obligations are part of the laws of another country and have not been integrated into the United Kingdom’s legal framework, we have a legitimate interest in complying with these obligations.

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