The British Hungarian Society

Welcome to The British Hungarian Society Privacy Policy. Here we take your privacy very seriously and are committed to protecting your personal information.

Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal information including our website. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.

We keep this privacy policy under regular review and where changes are made we will inform you via our website and/or via email.

This Privacy Policy was first published on 20^th April 2014 and last updated on 9th August 2023.

WHO WE ARE

This policy is for and on behalf of The British Hungarian Society, in the UK, whose office is at P.O. Box 130, Henley on Thames, Oxon, RG9 5YU, United Kindom.

The British Hungarian Society is the controller responsible for our websites and for processing your personal data for the purposes set out in this privacy policy.

All references in this policy the abbreviation of "BHS" shall be interpreted as The British Hungarian Society.

CONTACT DETAILS

If you have any questions about this privacy policy or our privacy practices, please contact our Legal and Compliance team using the following methods:-

Postal Address: The Secretary, PO Box 130, Henley on Thames, Oxon, RG9 5YU, United Kingdom

Email Address: secretary@british-hungarian.co.uk

THE DATA WE COLLECT ABOUT YOU

Personal Data, or personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:-

Identity Data: First name, maiden name, last name, username or similar identifier, date of birth and gender
Contact Data: Postal address, email address and telephone numbers
Transaction Data: details about payments to and from you and other details of services you may have purchased from us
Technical Data: Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug in types and versions, operating system and platform and other technology on the devices you use to access this website
Usage Data: information about how you use our website and services

We also collect use and share Aggregated data such as statistical or demographic data for any purpose. Aggregate data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

As a member of the Society we will not collect any special categories of information about you without your prior explicit consent (this include details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and bio-metricdata). Nor do we collect any information about criminal convictions and offences.

HOW WE RECEIVE THIS INFORMATION

We use different methods to collect data from and about you including through:-

Direct Interactions with the Society: You may give us your identity, contact and financial data by filling in forms online, by post, or on the phone. This includes personal information you provide to us when you:

Apply for membership;
Otherwise contract with us;
Subscribe to our service or publications;
Attend one of our events;
Share data with us via our websites or social media functions;
Make a request, enquiry or complaint; and
Provide us with feedback or contact us.

Automated Technologies or Interactions: As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns.

Each time you visit our website we will automatically collect personal data about your device (including the type or device, type of browser, operating system), information stored on your device and details of your use of our website.

We collect this personal data automatically by using cookies, server logs and other similar technologies.

HOW WE USE YOUR PERSONAL DATA

Under applicable data protection law, we can only use your personal information if we have a proper reason for doing so (a legal basis for processing). Most commonly, we will use your data in the following circumstances:-

Where we need to perform the membership we are about to enter into or have entered into with you;
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests;
Where we need to comply with a legal obligation; and Where you have provided your consent

For the purposes of clarity a legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely upon to do so. We have also identified what our legitimate interests are where appropriate.

Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need more details about the specific legal ground we are relying upon to processes your personal data.

The table below does not apply to special category data which will only process with your explicit consent.

Purpose/ Activity

Type of data

Lawful Basis for Processing including basis of Legitimate Interest

To provide you with membership

Where you purchase membership services directly from us, we will process your personal data in order to provide you with that service, including for example, to process payment and to deliver the service to you.

a) Identity

b) Contact

c) Transaction

d) Financial

Contractual Performance

Newsletter activities

We may send you newsletters either by email or post.

We will also ensure we comply with applicable data protection regulation in respect of cookies for marketing use.

a) Identity

b) Contact

c) Technical

d) Usage

Consent

Where you are an existing member, Legitimate Interests for direct marketing purposes (to develop and grow our Society).

Maintaining and Supporting our Website Use

Where you use our website either at home or at events we may process your data to support these services.

We may also use your personal data to manage our relationship with you, including to notify you of changes or updates to our online services.

We also may want to improve our services to strengthen our internal processes and your experience as a member.

a) Identity

b) Contact

c) Technical

d) Usage

Contractual Performance.

Legitimate Interests in ensuring our website is effective and in developing the experience in relation to the use of our website.

Your Membership

Where you purchase a Membership from BHS we will use your information to update our internal databases for information relating to your membership.

In doing so we are able to provide you with up to date information relating to your membership and events.

a) Identity

b) Contact

c) Usage

d) Technical

Consent

Legitimate interests in ensuring our members receive the best information relating to their membership.

Magazine Articles, Social Media Posts

When you attend one of our events on occasion we may take pictures and/or recordings which we may publish online via social media and/or magazine articles.

This data may be captured for a specific purpose in which case we will ask for your consent however normally it may be just part of recording an event to further the Society and inform members and other individuals interested in the Society about our events and activity.

a) Identity

b) Contact

Consent

Legitimate Interests to inform the public about our events and the general public about activity at the Society in order to promote the Society

Your Requests

When you fill out forms for the purposes of a request for example where you request a brochure, further information or a membership we process your personal data in order to manage such request and ensure it is actioned accordingly.

a) Identity

b) Contact

Consent

Legitimate Interests in ensuring the customer's request is actioned accordingly.

Legal and Regulatory Obligations

Where we need to manage legal and regulatory requests such as the prevention/detection of crime and liaising with regulatory bodies and/or law enforcement agencies such as the Police, HMRC, etc we have a legal obligation to process and/or transfer your personal data.

a) Identity

b) Contact

c) Usage

d) Technical

Legal Obligation

Network and Information Security

We may process data in order to maintain our network and security. In doing we take steps against loss, damage and theft both electronically and physically. We may also engage with third parties who may remotely store information for the purposes of maintaining appropriate server locations globally.

a) Identity

b) Contact

c) Usage

d) Technical

Legitimate Interests as appropriate for ensuring network and information security.

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We do not share your personal information with anyone except:

Law firms who may provide legal advice to us (e.g. where there is a customer dispute)
Tax authorities (such as HMRC in the UK) and customs authorities.

WHAT WE DO TO KEEP YOUR DATA SECURE

We have appropriate security measures in place to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to only those Society officials who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Unfortunately the transmission of information via the internet is not always completely secure despite our reasonable efforts. Whilst we will reasonably protect your personal data, we do not guarantee the security of your data transmitted over the internet; any such transmission, including via our website, is at your own risk and when we receive your information it will be kept in a secure environment protected by a combination of physical and technical measures such as encryption technologies or authentication systems to prevent any loss, misuse, alteration, disclosure, destruction, theft or unauthorised access.

We have in place procedures to deal with any suspected personal data breach and will notify you accordingly as well as notifying any applicable regulator where we are legally required to do so.

HOW LONG DO WE USE AND KEEP YOUR PERSONAL DATA

We will only retain your personal information for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

YOUR RIGHTS

Under certain circumstances, you have rights under the data protection laws in connection with your personal data. These are the following:-

Right of access to your personal data;
Right to request correction of your personal data;
Right of erasure of your personal data;
Right to object to the processing of your personal data;
Right to request the restriction of processing of your personal data;
Right to request transfer of your personal data (data portability); and
Right to object to the processing of your personal data.

If you wish to exercise any of the rights above please email secretary@british-hungarian.co.uk or write to us at The Secretary, PO Box 130, Hemly on Thames, Oxon, RG9 5YU, United Kingdom.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights) is actioned accordingly. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one calendar month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

In the event you wish to restrict the processing of your personal data for the purposes of (where applicable) email newsletters, service emails and/or general marketing you should contact the Society Secretary on secretary@british-hungarian.co.uk. It may take seven (7) working days for your request to be fulfilled.

HOW TO COMPLAIN

If you are not happy and have a data protection related complaint, please contact us directly by emailing secretary@british-hungarian.co.uk or by writing to us at The Secretary, PO Box 130, Henley on Thames, Oxon, RG9 5YU, United Kingdom.

If you remain unsatisfied with our response you have the right to lodge a complaint with a supervisory authority, in particular in the European Union state where you work, normally live or where any alleged infringement of applicable data protection law occurred. The supervisory authority in the UK is the Information Commissioners Office who may be contacted at https://ico.org.uk/concerns/ or by telephone on +44 0303 123 1113.

LINKS TO OTHER WEBSITES

Our website may contain links to other websites or apps run by other organisations which we do not control. This policy does not apply to those other websites or apps and therefore we encourage you to read their privacy policies prior to using their services.

For the purposes of clarity we are not responsible for the privacy policies and practices of other websites and apps (even if you access them using links we provide) and we provide links to those websites or apps solely for your information purposes only. We specifically disclaim responsibility for their content, privacy practices and terms of use and we make no endorsements, representations or promises about their accuracy, content or thoroughness.

COOKIES

Our website may use cookies or similar technologies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly.

The British Hungarian SocietyPrivacy Policy

The British Hungarian Society
Privacy Policy