GDPR notice


Refresh (East Anglian Women’s Conference)

 September 2018 (subject to review by September 2021)

  1. Your personal data – what is it?

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 (the “GDPR”).

  1. Who are we?

Refresh (East Anglian Women’s Conference) is the data controller (contact details below).  This means it decides how your personal data is processed and for what purposes.

  1. How do we process your personal data?

Refresh (East Anglian Women’s Conference) 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 excessive amounts of 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 provide you with up to date news and booking details for our twice-yearly conferences;
  • To plan and organise each of our conferences efficiently for the benefit of all delegates and in partnership with Sizewell Hall;
  • To keep accurate records of attenders for each conference together with any special needs or requirements;
  • To safeguard the health and wellbeing of each conference delegate
  • To maintain our own accounts and records.
  1. What is the legal basis for processing your personal data?
  • Processing is necessary for carrying out legitimate interests in relation to planning, organising and delivering our twice-yearly conferences.
  • 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 committee members and conference delegates and
    • there is no disclosure to a third party without consent.
    • Your details will not be used for profiling
  1. Sharing your personal data
    Your personal data will be treated as strictly confidential and will only be shared with committee members, voluntary conference workers and Sizewell Hall in order to carry out our work as Refresh (East Anglian Women’s Conference). We will only share your data with third parties outside Refresh (East Anglian Women’s Conference) with your consent.
  1. How long do we keep your personal data?

We retain personal data which you have shared with us indefinitely until you tell us otherwise.

You may stay on our email distribution list indefinitely if you wish to keep in contact with Refresh (East Anglian Women’s Conference).

(Please note that if there are any safeguarding or legal issues arising during and/or from your attendance at one of our conferences we retain the right to keep your personal data indefinitely)

  1. 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 Refresh (East Anglian Women’s Conference) holds about you;
  • The right to request that Refresh (East Anglian Women’s Conference) 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 Refresh (East Anglian Women’s Conference) – (subject to our retention policy above)
  • 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.
  • The right to lodge a complaint with the Information Commissioners Office.
  1. 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.

  1. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact: Nicky Thomas,; tel: 07769638791

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.