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Privacy Policy

The privacy and security of your personal information is important to us at the Liberal Jewish Synagogue (‘LJS’) and we are committed to ensuring that your personal data is protected. Any personal information collected by us will only be processed in accordance with this privacy policy.

A.    What does this policy cover?

This privacy policy sets out how LJS processes personal data (that is, information by which an individual can be identified, or which can be related to an identifiable individual) collected by us in the course of our lawful activities, and explains our obligations and your rights under the Data Protection Act 2018, the UK General Data Protection Regulation and any related or subsequent UK legislation or regulations (‘Data Protection laws’). This policy has been put in place to protect your rights under the Data Protection laws, and it is important that you understand what we will do with your data and are happy with this.

LJS is a charitable company (registered in England & Wales with company number 09113305 and charity number 1103676) and is the Data Controller within the meaning of the Data Protection laws (except as stated otherwise) for the purposes of this policy. 

If you wish to discuss any matter relating to how your data is used, please direct your query to the Data Processing Officer (Jonathan Bruck, 0207 432 1288, execdirector@ljs.org )  or write to us at The Liberal Jewish Synagogue, 28 St John's Wood Road, London, NW8 7HA, marking your communication for the attention of the Data Protection Officer. We may be required in certain instances to ask that your request for information be submitted in writing.

References to the processing of information includes the collection, use, storage and retention of personal data.

B.    Why do we process your data?

Organisations are permitted to process personal data if they have a legal basis for doing so. LJS processes data on the basis that: 

•    Express and informed consent has been given by the person whose data is being processed or, in the case of a child who is too young to provide such consent, by their parent/guardian; and/or
•    LJS has a legitimate interest in processing the data; and/or 
•    It is necessary in relation to a contract, agreement or ongoing arrangement for the provision of services which someone has entered into with LJS or because someone has asked for something to be done so they can enter into a contract, agreement or arrangement with us; and/or
•    LJS has a legal obligation to process data.

We may sometimes process data that has been shared with us by another Data Controller and in such cases LJS may be a Data Processor within the meaning of the Data Protection laws, but will still process data in such a way as to protect its privacy and security and in accordance with the stipulations regarding its use made by the Data Controller. Where this is the case, LJS relies on the party sharing data with us to have obtained or complied with all requisite permissions, consents or other legal requirements for sharing the data.

If and to the extent that LJS is relying on solely consent as the basis for processing data, we are required to obtain your explicit consent and you can modify or withdraw this consent at any time by notifying us in writing, although this may affect the extent to which we are able to provide services to or interact with you in future.

We may change this policy from time to time and any such changes will be published online at https://www.ljs.org/.  Notwithstanding any change to this policy, we will continue to process your personal data in accordance with your rights and our obligations in law.

This policy is effective from July 2022.

C.  What data do we collect? 

We collect the data necessary for LJS to operate as a place of worship and provider of services to our members and the wider community; running programmes and events, running educational programmes and activities for adults and children, maintaining and utilising a membership database, supporting members and others who need assistance through our volunteers, maintaining burial and cemetery services, keeping our stakeholders informed of our activities, marketing, fundraising and the effective running of LJS through its professional staff, trustees and volunteers. Data collected and processed may include, but not be limited to: 

•    Names and contact information such as telephone numbers, email and postal addresses;
•    Information necessary for us to provide services to members and the community, to run programmes and events and to disseminate information, including our weekly Members’ Newsletter, and other materials to members and non-members in the wider community;
•    Information about celebrations and lifecycle events (including births, B’nei Mitzvot, marriages, anniversaries and deaths) for the Members’ Newsletter;
•    Data shared with us when you contact us through our website, by email, telephone or other means or when you participate in in-person or online events;
•    Images recorded in the course of filming and streaming religious services online; 
•    CCTV images for the prevention of crime and to maintain a safe environment for all users of our premises;
•    Photographic and video images which we may use for marketing and promotional purposes, including on social media, provided we have requisite permissions and/or consents;
•    Information relating to staff, volunteers and external service providers necessary for them to work with or for LJS including, but not limited to, payroll details and information required to ensure the safeguarding of children and adults at risk;
•    Member, stakeholder and donor records (including payment information) and preferences; 
•    Such other information that is relevant and necessary for LJS to carry out its activities, charitable purposes and legal obligations.

D.  What we do with the data we process 

LJS uses the data collected to maintain accurate membership records and records of staff, volunteers, stakeholders and donors, event participants and others. These records facilitate our activities run in accordance with our purposes, as explained above. Data may be processed and viewed, to the extent necessary, by staff and volunteers in the course of our activities (all of whom work in accordance with this privacy policy) and will be retained only for as long as is reasonable and permissible in law.

We may use your personal information to send you information about services provided by LJS, community programmes and campaigns and news about members which facilitate the running of LJS as a place or worship and religious community supporting our members in their engagement with their Jewish faith and practice, together with other relevant information that we think may be of interest to you.

We will only share data for the above stated purposes and with trusted third parties, including ShulCloud, Intuit Quickbooks, Eventbrite and Modalit Limited to maintain our membership database, process payments to or from individuals, to securely backup data, to run events or where necessary for us to communicate with you (such as mailing companies for postal communications or through email platforms, campaigns or newsletters). Data will only be shared in such circumstances once we are satisfied that it accords with our privacy policy and that shared data will be kept safely and securely and only for as long as necessary for the explicit purpose for which it was shared. If we share your data with trusted partners outside of the UK, we will only do so if we are confident that they adhere to the Data Protection laws and to same high standards that we do when processing data and protecting its privacy and security. We will not otherwise sell or share your personal information with any other businesses or marketing companies without your explicit consent. 

You, as the data subject, may unsubscribe from any mailing list you are subscribed to and you may request deletion or correction of your data at any time in writing, subject to any overriding legal requirement for its retention. We may keep certain limited data on a ‘suppression list’ so we know, if requested, not to contact you or process your data in future until further notice.

E.  Your rights in relation to your personal data 

You may request details of personal information which we hold about you. Any such request must be submitted in writing. A small fee may be payable if an information request is particularly onerous. 

You may choose to restrict the collection or use of your personal information, but this may restrict the way in which we are able to interact with you. You may, at any time, change your mind about what information we hold about you, or if we continue to hold it at all, subject to any legal obligation requiring LJS to retain data, such as the retention of donor or Gift Aid records for Her Majesty’s Revenue and Customs or for reasons relating to the safety and welfare of children or adults at risk. 

You are responsible for the accuracy of data you have provided to LJS. If you believe that any information we are holding about you is incorrect or incomplete, please write to us as soon as possible. We will promptly correct any information found to be incorrect. 

You can obtain further information about Data Protection and privacy laws by visiting the Information Commissioner’s website at: https://ico.org.uk/your-data-matters/

F.  Security 

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the data we process. Persons processing data on behalf of LJS do so in accordance with this policy and on the basis that we are satisfied that they can and will adhere to our high standards for data protection and security. 

The transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. Where appropriate, you are responsible for keeping any password you use to login to our website confidential; we cannot see your password and will not ask you for your password. 

G.  Web browsing and Cookies 

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. 

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. 

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. 

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. 

We may also collect and store information about your browsing device, including, where available, your IP address, operating system and browser type, together with certain anonymous statistical data about your browsing activities and patterns which does not contain any personal data.

H.  Links to other websites 

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question. 
 

Tue, 7 February 2023 16 Sh'vat 5783