Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”), the Data Protection Act 1998 and remaining applicable national legislation relating to personal data and rights.
Who are we?
This Privacy Notice is provided to you by Universal Peace Federation (UPF) Europe, which is the data controller for your data.
UPF Europe is made up of a number of different officeholders who work together to deliver its mission. UPF Europe works together with:
- the national and local representatives and committees;
- UPF International and its officeholders;
As UPF is made up of all of these persons and groups working together, we may need to share personal data we hold with them so that they can carry out their responsibilities.
A description of what data is processed and for what purpose is set out in this Privacy Notice. This Privacy Notice is provided by UPF Europe-
What data do UPF Europe process? They will process some or all of the following where necessary to perform their tasks:
- Names, titles, aliases and photographs;
- Contact details such as telephone numbers, addresses, and email addresses;
- Where they are relevant to our mission, or where you provide them to us, we may process:
demographic information such as gender, age, date of birth, nationality, education/work histories, academic/professional qualifications and positions, political, religious and philosophical affiliation, health condition which constitute sensitive personal data;
How do we process your personal data?
The data controllers will comply with their legal obligations to keep personal data up to date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.
We use your personal data for some or all of the following purposes:
- To enable us to meet all legal and statutory obligations;
- To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments;
- To organise and perform events, such as meetings and conferences;
- To deliver UPF Europe’s mission to others, and to carry out any other voluntary or charitable activities for the benefit of the public as provided for in our fundamental documents;
- To administer the local, national and continental records of members, ambassadors for peace and contacts, also with regards to those people, who do not want to be further contacted by us.
- To fundraise and promote the interests of UPF Europe;
- To maintain our own accounts and records;
- To process a donation that you have made;
- To seek your views or comments;
- To notify you of changes to our services, events and role holders;
- To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, fundraising activities or simply what is going on in the local, national or international chapters including news, events, meetings, groups and activities.
- To process a grant or application for a role;
- To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our fundamental documents.
- To make statistical analysis, reports and evaluations.
What is the legal basis for processing your personal data?
Some data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as another organisation connected to Universal Peace Federation Europe). We will always take into account your interests, rights and freedoms.
We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the hire of the federation’s facilities.
Mainly, your personal data are processed relying on your consent, which might be withdrawn at any time without affecting the lawfulness of processing carried out before withdrawal.
Sharing your personal data
Your personal data will be treated as strictly confidential. It will only be shared with third parties that are connected to our federation where it is necessary for the performance of our tasks or where you first give us your prior consent. It is likely that we will need to share your data with some or all of the following (but only where necessary):
- The appropriate bodies of Universal Peace Federation Europe including the other data controllers;
- Our representatives, servants and contractors. For example, we may ask a commercial provider to send out newsletters on our behalf, or to maintain our database software;
- Administrative personnel or assistants, who may participate in our mission in support of our regular staff and national chapters;
- On occasion, other associated organisations such as Women’s Federation for World Peace (WFWP) or groups with which we are carrying out joint events or activities.
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.
In general data retention periods are determined taking into consideration:
- The duration of our relationship (e.g. membership, application and legitimate need to be recognized when contacted by us),
- Legal requirements for keeping data,
- Contractual obligations.
Third-party websites and social media
We also provide social media links that enable you to share information with your social networks and to interact with UPF Europe on various social media sites. The use of these links may result in the collection or sharing of information about you. We encourage you to review the privacy policies and the privacy settings of the social media sites with which you interact to make sure you understand the information that may be collected, used, and shared by these sites and to adjust these settings as you see fit.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
- The right to access information we hold on you
- At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month.
- There are no fees or charges for the first request but additional requests for the same data may be subject to an administrative fee.
- The right to correct and update the information we hold on you
- If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
- The right to have your information erased
- If you consider that we should no longer be using your data, you can request that we erase the data we hold.
- When we receive your request, we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).
- The right to object to processing of your data
- You have the right to request that we stop processing your data. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
- The right to data portability
- You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
- The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
- You can withdraw your consent easily by email or by post (see Contact Details below).
- The right to object to the processing of personal data where applicable.
- The right to lodge a complaint with a national data protection authority.
Transfer of Data Abroad
Any electronic personal data transferred to countries or territories outside the EU will normally only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Personal data will be processed also overseas, especially in the US and Korea (the latter country is covered by the adequacy decision of 17/12/2021).
However, in order to process your registration to conferences and meetings, including those virtually taking place by means of video conferencing or similar systems, process VISA applications, organise transportation and accommodation, make statistical analysis, reports and evaluations it may be necessary for your personal data to be transferred to and stored in servers located in the US or otherwise provide our staff in the US with access to your data.
Regarding the risks connected to the transfer of personal data to the USA, the EU Court of Justice holds (C-311/18 s.c. Schrems II) that, due to Section 702 of the U.S. FISA (Foreign Intelligence Surveillance Act), US law does not respect the minimum safeguards resulting from the principle of proportionality in limiting access to personal data by public authorities. Thus, US law is deemed to unjustifiably interfere with the data importer’s obligations to ensure a level of protection essentially equivalent to the safeguards required under EU law.
Special Category Data
We may collect, handle and share your special category data (art. 9 GDPR), such as:
- health conditions, for your own sake as it might be advisable to share these data with third persons providing services to you (e.g. immigration authorities, medical personnel, accommodation and board) or in order to comply with measures aiming at limiting or preventing infection of contagious diseases (e.g. Covid-19).
- political, philosophical and religious orientations for the purpose of organising and performing events, such as meetings and conferences, seeking your views or comments, make statistical analyses, reports and evaluations.
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When you use and access the Service, we may place a number of cookies files in your web browser.
- to enable certain functions of the Service,
- to provide analytics,
- to store your preferences and verify users.
We use both session and persistent cookies on the Service and we use different types of cookies to run the Service:
- We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.
- In addition to our own cookies, we may also use various third-party cookies to report usage statistics of the Service, deliver advertisements on and through the Service, and so on.
If you wish to restrict or block cookies you can set your internet browser to do so - click on the following link for more information: www.aboutcookies.org.
If we wish to use your personal data for a new purpose, not covered by this 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.
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
Universal Peace Federation,
43 Lancaster Gate,