GDPR Compliance & Data Privacy Policy

This notice is to inform the general public about what data is collected on the Energiebewegung.com website, how it is stored & used, who is responsible for data security and our privacy policy.

Introduction

The EU General Data Protection Regulation (“GDPR”) comes into force across the European Union on 25th May 2018 and brings with it the most significant changes to data protection law in two decades. Based on privacy by design and taking a risk-based approach, the GDPR has been designed to meet the requirements of the digital age.

The 21st Century brings with it broader use of technology, new definitions of what constitutes personal data, and a vast increase in cross-border processing. The new Regulation aims to standardize data protection laws and processing across the EU; affording individuals stronger, more consistent rights to access and control their personal information.

Our Commitment

Energiebewegung/ energiebewegung.com is committed to ensuring the security and protection of the personal information that we process, and to provide a compliant and consistent approach to data protection. We have always had a robust and effective data protection program in place which complies with existing law and abides by the data protection principles. However, we recognize our obligations in updating and expanding this program to meet the demands of the GDPR.

Energiebewegung/ energiebewegung.com is dedicated to safeguarding the personal information under our remit and in developing a data protection regime that is effective, fit for purpose and demonstrates an understanding of, and appreciation for the new Regulation. Our preparation and objectives for GDPR compliance have been summarized in this statement and include the development and implementation of new data protection roles, policies, procedures, controls and measures to ensure maximum and ongoing compliance.

How We Prepared for the GDPR

Data Storage:  We store our main email list on MailChimp automated marketing SSL protected website.

Energiebewegung/ energiebewegung.com has upgraded the website to include SSL encryption protection and stores speadsheets with subscriber information in encrypted folders stored on external hard drives that are not connected to the internet.

Energiebewegung/ energiebewegung.com has already had a consistent level of data protection and security across our organisation, however it is our aim to be fully compliant with the GDPR by 1st May 2018. Our preparation includes: –

Definitions

Subscribers-  A person who uses a sign-up form on the website or who manually fills in a form at one of our events and shares their information with us.  This information can be; name, email, phone number, area of interest.

  • Policies & Procedures – [revising/implementing new] data protection policies and procedures to meet the requirements and standards of the GDPR and any relevant data protection laws, including: –
    • Data Protection – our main policy and procedure document for data protection has been overhauled to meet the standards and requirements of the GDPR. Spread sheets with subscribers information are kept in an encrypted folder on an external hard drive or stored on servers such as Mailchimp.
    • Data Retention & Erasure – we have updated our retention policy and schedule to ensure that we meet the ‘data minimisation’ and ‘storage limitation’ principles and that personal information is stored, archived and destroyed compliantly and ethically. We have dedicated erasure procedures in place to meet the new ‘Right to Erasure’ obligation and are aware of when this and other data subject’s rights apply; along with any exemptions, response timeframes and notification responsibilities.
    • Data Breaches – our breach procedures ensure that we have safeguards and measures in place to identify, assess, investigate and report any personal data breach at the earliest possible time. Our procedures are robust and have been disseminated to all employees, making them aware of the reporting lines and steps to follow.
    • Subject Access Request (SAR) – we have revised our SAR procedures to accommodate the revised 30-day timeframe for providing the requested information and for making this provision free of charge. Our new procedures detail how to verify the data subject, what steps to take for processing an access request, what exemptions apply and a suite of response templates to ensure that communications with data subjects are compliant, consistent and adequate.
  • Legal Basis for Processing – we are reviewing all processing activities to identify the legal basis for processing and ensuring that each basis is appropriate for the activity it relates to. Where applicable, we also maintain records of our processing activities, ensuring that our obligations under Article 30 of the GDPR and Schedule 1 of the Data Protection Bill are met.
  • Privacy Notice/PolicyEnergiebewegung/ energiebewegung.com has revised our Privacy Notice(s) to comply with the GDPR, ensuring that all individuals whose personal information we process have been informed of why we need it, how it is used, what their rights are, who the information is disclosed to and what safeguarding measures are in place to protect their information.
  • Obtaining ConsentEnergiebewegung/ energiebewegung.com’s consent mechanisms for obtaining personal data, ensuring that individuals understand what they are providing, why and how we use it and giving clear, defined ways to consent to us processing their information. We have developed stringent processes for recording consent, making sure that we can evidence an affirmative opt-in, along with time and date records; and an easy to see and access way to withdraw consent at any time.
  • Direct MarketingEnergiebewegung/ energiebewegung.com has revised the wording and processes for direct marketing, including clear opt-in mechanisms for marketing subscriptions; a clear notice and method for opting out and providing unsubscribe features on all subsequent marketing materials.
  • Processor Agreements – where we use any third-party to process personal information on our behalf (ie Mailchimp), we have drafted compliant Processor Agreements and due diligence procedures for ensuring that they (as well as we), meet and understand their/our GDPR obligations. These measures include initial and ongoing reviews of the service provided, the necessity of the processing activity, the technical and organisational measures in place and compliance with the GDPR.

 

Data Subject Rights

In addition to the policies and procedures mentioned above that ensure individuals can enforce their data protection rights, we provide easy to access information via Energiebewegung/ energiebewegung.com’s website of an individual’s right to access any personal information that Energiebewegung/ energiebewegung.com processes about them and to request information about: –

  • What personal data we hold about them
  • The purposes of the processing
  • The categories of personal data concerned
  • The recipients to whom the personal data has/will be disclosed
  • How long we intend to store your personal data for
  • If we did not collect the data directly from them, information about the source
  • The right to have incomplete or inaccurate data about them corrected or completed and the process for requesting this
  • The right to request erasure of personal data (where applicable) or to restrict processing in accordance with data protection laws, as well as to object to any direct marketing from us and to be informed about any automated decision-making that we use
  • The right to lodge a complaint or seek judicial remedy and who to contact in such instances

Information Security & Technical and Organisational Measures

Energiebewegung/ energiebewegung.com takes the privacy and security of individuals and their personal information very seriously and take every reasonable measure and precaution to protect and secure the personal data that we process. We have robust information security policies and procedures in place to protect personal information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures, including:

Energiebewegung/ energiebewegung.com has upgraded the website to include SSL encryption protection and stores speadsheets with subscriber information in encrypted folders stored on external hard drives that are not connected to the internet.

 GDPR Roles and Employees

Energiebewegung/ energiebewegung.com has designated Michael Goddard as our Data Protection Officer (DPO)/Appointed Person and developed and implemented our roadmap for complying with the new data protection Regulation.  Michael is responsible for promoting awareness of the GDPR across the website, assessing our GDPR readiness, identifying any gap areas and implementing the new policies, procedures and measures.

If you have any questions about our preparation for the GDPR, please contact Data Protection Officer (DPO)/Appointed Person Michael Goddard.  His contact email is:  kontakt@energiebewegung.com

RIGHTS OF DATA SUBJECTS

If you are receiving emails about our upcoming events or sales items, it is because you opted-in on our webpage or entered your name/address/interest on a sign-up sheet at one of our events.

Opting Out/ Data Deletion-  When your interests change and you no longer wish to be on our emailing list, simply reply to the latest email and type, “Remove from Email List” in the header, and ALL the information that you shared with us will be deleted from our email list.

We will make every effort to delete the information immediately, at least before the next emailing and certainly within 30 days.

 

 

 

 

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