Privacy Policy

This notice was last updated on May 25th, 2018

OpenUK are committed to protecting your privacy. As such we have specified in detail what data we are collecting, how we are using your data and all rights you have under the European data protection law.

We may change this notice from time to time to stay aligned current with the changes in the general data protection regulation (GDPR) and E-Privacy Directive (PECR).

Please check back on a regular basis to read the latest version of this notice.

Data controller:

OpenUK is the data controller for all data related to OpenUK. The contact details are:

  • OpenUK
  • c/o OpusVL
  • Drury House,
  • Drury Lane
  • Rugby,
  • CV21 3DE
  • United Kingdom
  • Phone: +44 (0) 30 3040 2030

Data protection officer:

For all inquiries regarding our usage of your postal data as well as executing your rights, please contact our data protection officer on +44 (0) 30 3040 2030

What information do we collect from you?

We collect and process several items of your personal information for different reasons, these are depending on the relationship we have with you.

The sections below will list the different relationships and per section list the data we collect and process including our reason for doing so.

OpenUK membership:

If you are a member of OpenUK, we collect the following data:

  • your name
  • your phone number
  • your e-mail address
  • your login name (in case this is not identical to your e-mail address)
  • payment details, but only for paying members

We collect this data to deliver you your membership benefits and allow you to login to our website.

Marketing usage, prospects and network

We only will use your data to market our services to you under the following conditions:

  • You have registered interest in our organisation (Basis: legitimate interest)
  • You have provided us your consent to do so (Basis: consent)
  • You are a client or we have other contractual relationship (Basis: contract)
  • For us to maintain our statutory records (Basis: Legal obligation)

Who do we share your data with?

OpenUK are supported by volunteer organisations as documented on our Governance page (https://openuk.uk/about-us/governance/). Operational data may be required to be processed by the listed organisations.

How long do we keep your data for?

Generally, the following retention scheme is use:

  • For memberships data is kept until 14 months after the memberships ends
  • Client data is kept for 2 years after the contract ends, unless specific requirements including other compliance mandates us to keep certain information for a longer term
  • Data from prospects is kept no longer than one year after the last contact with the prospect

Your rights

Under the GDPR you, as a data subject, have the right to access all data we hold of you, correct data which you deem to be incorrect or incomplete, request us to stop processing your data or request us to delete all your data from our systems.

You can execute any of these rights by contacting our data protection officer, contact details can be found to the top of this privacy notice.

We will respond to your requests, where required, within 4 weeks of receiving your request.

Please note: to protect your privacy as well as that of our other members, clients and prospects, we may ask you to provide proof of identity to us. This may be necessary to make sure we do not provide your data to somebody else or provide you with data that is not your own.

Making use of your rights is free of charge, unless we deem your requests to be excessive, repetitive in nature or otherwise manifestly executed with malicious intent, we reserve the right to not respond to your request in full or charge you a reasonable fee based on our administrative costs.

In either case, we will inform you of our decision.

Further complaints

If we can’t agree on a resolution to your complaints, you believe we are handling your personal data incorrectly or we are infringing on any of your rights as listed above and we can’t come to a mutual satisfactory agreement to solve our differences, you are welcome to contact the Information Commissioners Office and register your grievances with them.

Please check www.ico.org.uk/ for the relevant procedures