Privacy Policy

Our contact details

Name: LGBT+ Voices Dorset Forum

E-mail: info@lgbtvoicesdorsetforum.org.uk

The type of personal information we collect

We currently collect and process the following information:

  • name
  • pronouns
  • age if under 18
  • organisation (if applicable) and details thereof
  • email address
  • telephone number if provided
  • website or social media address if provided or in the public domain
  • protected characteristics (if provided) including LGBT+ identity and any access requirements - see ‘Not for Profit Bodies’
  • interests in or memberships of other relevant organisations
  • Facebook profile information when joining our closed Facebook group
  • biography information and reasons for joining information as you choose to share them

How we get your personal information and why we collect it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • to join or maintain your membership of the Forum
  • to receive information related to the Forum
  • to attend meetings and other activities organised by the Forum
  • to share knowledge, experience and opportunities with others on the Forum
  • to support collaboration

We also receive personal information indirectly, from the following sources in the following scenarios:

  • employers – where you are a representative of a member organisation, to notify us of issues, changes or other factors related to your membership or attendance
  • non-member individuals and relevant organisations recommending people to the Forum for the purpose of growing the Forum membership
  • survey responses and other intelligence collected relevant to the Forum to enhance our understanding and ability to respond effectively to the needs of the community the Forum serves
  • membership information of other networks of which the Forum is a member to signpost to relevant contacts and develop networks of people and organisations with similar interests and activities
  • from websites or other digital means which convey information about members or prospective members

We use the information that you have given us in order to:

  • create and maintain a membership list
  • send relevant information to members and participants
  • invite you to meetings and other functions of the Forum e.g. consultation events
  • share knowledge, experience and opportunities between members and participants on the Forum
  • create subgroups of the Forum to progress specific areas of work where applicable
  • join you to our Facebook group

We will only share this information with statutory, community, voluntary, social interest, charitable and government organisations with your prior consent, to develop networks for the benefit of the community the Forum serves. 

If a child or vulnerable adult is at risk or in the instance of criminal activity which is discovered or shared by the Forum, the individual and organisation name (if applicable) will be passed to the relevant enforcement agencies. 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

We have a legal obligation,

We have a legitimate interest

Not for Profit Body - processing of special category data is carried out in the course of the Forum’s legitimate activities with appropriate safeguards in place.  Data relates solely to the members or former members of the Forum or those who have regular contact with it and their personal data is not disclosed outside of the Forum without the consent of the data subject. 

The data will only be accessible to existing members of the Forum, by inference of individuals’ membership to it as a self-identifying member and visible only via our digital platforms.

Every attempt to protect the identity of self-identifying members will be made. 

Member, participant and former member data will be retained for the duration for which the individual is a member of the Forum.  After this time, their personal data with the exception of contributions on digital platforms will be discarded.

Anyone is free to opt-out of these exceptions by non-participation in digital platforms.

Member and participants’ personal data, including their involvement in the Forum, identifying information and special category data, will not be disclosed to a third party without the individual’s explicit consent, except in the legal requirements to share information with enforcement agencies for the prevention of risk, harm or criminal activity outlined above.

How we store your personal information

Your information is securely stored in password-protected cloud storage. to which designated Forum roles have access.

We keep:

  • name
  • pronouns
  • age if under 18
  • organisation (if applicable) and details thereof
  • email address
  • telephone number if provided
  • website or social media address if provided or in the public domain
  • protected characteristics (if provided) including LGBT+ identity and any access requirements - see ‘Not for Profit Bodies’
  • interests in or memberships of other relevant organisations
  • contributions via meeting notes and other forms of communication including but not limited to email, social media, conferencing tools and surveys
  • Facebook profile information

until the individual ceases to be a member or participant of the Forum.  We will then dispose of this information.  This does not apply to contributions you may have made verbally or in writing and which form a record (informal or formal) of the Forum’s activities or digital content. 

Our Third-Party Data Processors:

We use a number of third parties to process personal data on our behalf. These third parties have been carefully chosen and all of them comply with the legislation set out in the Privacy Policy.

Our website is provided by Alacrify.  They act as a data processor on our behalf.  Our relationship with them is governed by a Data Processing contract.  Alacrify, in their turn, have data processing contracts with Google and GURU, in order to provide you with analytics and other services.  These may require the sharing of personal data.  Alacrify has data processing contracts in place with these agencies.  None of these organisations have control over your data, they are data processors in order to support with providing and maintaining communication platforms to the Forum.  You can read more about each organisation’s privacy policies below:

Alacrify Privacy policy: https://www.alacrify.co.uk/privacy

Google Privacy policy: https://www.google.com/intl/en-GB/policies/privacy/

GURU [Hosting Company] Privacy policy: https://www.guru.co.uk/support/privacy-policy​

Cookies:

Cookies may be used to keep track of your use of features within the Forum’s website. You can turn off cookies within your browser by going to 'Tools | Internet Options | Privacy' and selecting to block cookies. If you turn off cookies, you will be unable to benefit from the other features that use cookies such as logging on or creating an account.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@lgbtvoicesdorsetforum.org.uk if you wish to make a request.

Withdrawing membership

If you no longer wish to participate in Forum activities and/or be a member of the Forum, please email info@lgbtvoicesdorsetforum.org.uk

We will then dispose of this information.  This does not apply to contributions you may have made verbally or in writing and which form a record (informal or formal) of the Forum’s activities or digital content.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at info@lgbtvoicesdorsetforum.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Change Log

    21/08/2023 - Privacy Policy revised

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