International Zen Association UK (IZAUK)
1. Your personal data – what is it and what do we collect?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR). Personal information we collect from you may include name, contact details, gender, membership status, employment status (waged, unwaged, low waged), taxpayer status (for gift aid), bursary fund applications, details of your financial transactions with us, your marketing preferences (so that we know whether and how we should contact you), details of emergency contacts (for residential events), records of your attendance at any events hosted by us, and special categories of information: ordination status, and dietary and health requirements for residential events (sesshins).
2. Who are we?
IZAUK is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
IZAUK complies with its obligations under the GDPR by keeping personal data up to date, by storing and destroying it securely, by not collecting or retaining unnecessary data, by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
- to enable us to provide opportunities for the teaching and practice of Zen
- to administer membership records
- to record details of ordinations
- to fundraise and promote the interests of the charity
- to organise events
- to maintain our own accounts and records, including the processing of gift aid applications
- to inform you of IZAUK news, events, activities and services
- to pass on relevant information to the Association Zen Internationale (AZI), Sotoshu Shumocho, and individual Zen teachers when appropriate as part of our contractual obligations to you—so these organisations and people can keep you informed about news, events, activities and services in which you may be interested, and to carry out and record details of ordinations
4. What is the legal basis for processing your personal data?
Processing is carried out to fulfil contractual obligations (where contracts exist, e.g. membership, event attendance) and on the basis of the legitimate interests of IZAUK in providing you with opportunities for the practice of Zen. This includes keeping you informed about IZAUK and AZI news, events, activities and services. We will request your consent when signing you up to the email ANNOUNCE list and provide the means for you to opt out at any time.
- Processing is necessary for carrying out legal obligations in relation to Gift Aid.
- Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:
- the processing relates only to members, former members, or those who have contact with it in connection with those purposes;
- there is no disclosure to a third party unless as part of contractual obligations.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with third parties (e.g. AZI, Sotoshu) in fulfilment of our contractual obligations to you, for example when you join AZI through us or become ordained.
6. How long do we keep your personal data?
We will keep your details for the following periods of time.
- Membership details: 1 year after your membership has elapsed
- Mailing List (Announce List) details: until you opt out
- Financial details and gift aid declarations and associated paperwork: up to 6 years after the calendar year to which they relate
- Ordination details: permanently
- Sesshin attendance details: permanently (for historical, statistical, or research purposes)
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
- The right to request a copy of your personal data which IZAUK holds about you;
- The right to request that IZAUK corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for IZAUK to retain such data;
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable. (This only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means.)
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to object to the processing of personal data, where applicable. (This only applies where processing is based on legitimate interests or the performance of a task in the public interest/exercise of official authority, direct marketing, and processing for the purposes of scientific/historical research and statistics.)
- The right to lodge a complaint with the Information Commissioner’s Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
9. Contact Details
To exercise all relevant rights and for queries or complaints please in the first instance contact IZAUK Chair, International Zen Association UK, Bristol Zen Dojo, 91-93 Gloucester Road, Bristol, BS7 8AT
Tel: 0117 942 4347 Email: firstname.lastname@example.org