Privacy Policy
Trans in the City Privacy notice
- Last updated: March 4th 2024
Introduction
Trans in the City treats your privacy very seriously, and we are committed to respecting and protecting your privacy. This notice explains how we collect, use, store and share your personal data (processing), as well as explaining your rights regarding how we use your personal data.
Personal data means information that can be used on its own, or indirectly with other information, to identify a natural living person. Examples of personal data are names, email addresses, telephone numbers etc.
Who we are, and what we do
Trans in the City is a not for profit company limited by guarantee, and is the organisation which controls the collection and processing of your personal data.
Personal data we collect, and how we collect it
The types of personal data Trans in the City will collect from you will depend your relationship and interactions with us, and can include the following:
Contact information, such as names, email and physical addresses, and telephone or mobile numbers.
Biographical or professional information such as job title, employer and business address.
Recorded imagery (both still photography and moving video) and audio recordings.
Marketing and communication preferences.
Financial or payment information including bank account details or other information necessary for processing payments and / or preventing fraud.
Sensitive / special categories of data (that is information relating to your racial or ethnic origin, political, religious or philosophical beliefs, political opinions or trade union membership, data about your physical or mental health, or your sexual orientation or sex life.
Dietary requirements, for catering purposes.
Offering training / awareness etc.
Similarly, how Trans in the City collects your personal data will depend on your interactions with us, and can include:
When you register for an event.
When you visit our website or complete an online questionnaire or form.
When you or your organisation offer to provide, or provides services to us.
When you contact us either by phone, email, other electronic means, or when you write to us.
When you attend one of our events, seminars, training sessions or other Trans in the City organised events (including dietary and necessary physical adjustments needed etc.).
Occasionally Trans in the City will collect your personal data from sources other than directly from yourself. An example of this is when you are suggested or nominated by people for an award. In instances such as these, Trans in the City will comply with its obligations to let you know we have collected and are processing your data, including directing you to this notice.
How we use the data we collect
Trans in the City uses the personal data it collects from you for the following activities:
To fulfil a contractual obligation with you, such as:
Management of our corporate sponsorship programme;
Proper management of invoices and payments, and our organisational finances;
The planning, management and running of events;
As required by our legal obligations, including:
Legal checks required of us;
Maintaining records, compliance with our legal requirements, fraud and other criminal activity detection and prevention;
To defend our legal rights;
Where we have a legitimate business interest, such as:
Carrying out our business marketing activities;
To plan, manage and run the events we put on;
To ensure the smooth running of our business administration operations;
To understand how people interact with our website;
To manage our corporate sponsorship programme;
To manage and maintain our education programmes (Speakers, Mentoring, Consultancy);
To manage and maintain our engagement programmes (Student Ambassadors, Allies, Members);
To manage and give out our gala awards;
We will not process any sensitive or special categories of data except where we have your explicit consent, or an applicable legal requirement to do so.
Who do we share your personal data with? (recipients and transfers)
Trans in the City will only share your personal data with those organisations it is required to, for the fulfilment of its legal obligations, or in the management of our business and services. The types of organisations that can include are:
Events venues.
Sponsor or partner organisations.
Events management service providers.
Carefully selected third-party provider of business services.
Our banking and accounting services, for payment or invoicing purposes.
Security of your data
Trans in the City takes the security of your personal data very seriously, and has in place policies, processes and appropriate technical and organisational controls to protect your data from unlawful or unauthorised processing, and to secure it against any accidental loss, damage or destruction.
Individuals at Trans in the City with access to or process your personal data are required to respect its confidentiality and security, and also undergo appropriate training in privacy and data protection.
We also have in place processes to respond to any suspected personal data breach, and to notify you or the data protection regulator if we need to.
How long do we keep your personal data for?
Trans in the City will only keep your personal data for as long as is required to fulfil the purposes we collected it for, or to comply with any legal, accounting or reporting requirement, or to defend Trans in the City against any legal claims, or until the expiration of the appropriate retention period.
Personal data will then be destroyed or anonymised at this point.
Your rights and how to complain
You have various rights in relation to how Trans in the City processes your personal data. These rights are:
Access: You can ask us for a copy of your personal data that we hold, along with other information about our processing of it. Please note that there are some exceptions to this right, such as if disclosing the data to you would reveal personal data about another person, or if we are legally prevented from disclosing the data etc. If you wish to ask us for a copy of your data, please contact us using the details below.
Accuracy: You have the right to ask us to correct or update any inaccurate personal data we might hold, or to fill in any gaps in the data. If your personal data has changed, please get in touch with us so we can keep our records up to date.
Deletion: In certain circumstances, you can ask us to delete or erase the personal data we hold, for example when we no longer need it.
Objection: You have the right to object to our processing of your personal data in some circumstances, such as any processing of your data for direct marketing purposes.
Restriction: In certain circumstances you can ask us to restrict (block) our use of your data.
Data portability: You can also ask us to supply a copy of your personal data to you or another organisation in a commonly used and machine-readable format. Please be aware that this right only applies in certain circumstances.
Withdraw consent: Where you have provided your consent, or explicit consent to our processing of your personal data, you have the right to withdraw that consent at any time.
Complaints: You have the right to lodge a complaint to the Information Commissioner’s Office if you believe we have breached your data protection rights.
Please note, we will always seek to verify the identity or authority of the individual exercising these rights, and may require you to provide proof of your identity/authority. This is to ensure that your rights are protected, and that we only disclose data to the correct person.
Lawful basis for processing
Trans in the City will only process your personal data where there is a lawful basis for it to do so. The lawful bases that Trans in the City uses to carry out its processing of your personal data are:
Where Trans in the City processes your personal data to meet any legal obligations we might have.
If a contract exists between you and Trans in the City, or you are entering into one with us, then we may need to process your personal data to fulfil that contract.
Where Trans in the City has a legitimate interest in processing your data to manage, provide and improve the services we offer you.
Where you have given Trans in the City your permission (consent) to process your personal data. Please note that you have the right to withdraw that consent at any time.
Contact details
Please email us at info@transinthecity.co.uk
Changes to this notice
We may update this notice from time to time to ensure it properly describes how we process your personal data, or to take account of any changes in our legal obligations. We encourage you to check this page from time to time to ensure you stay up to date with how we use your personal data.