DATA PRIVACY POLICY FOR

THE ASSOCIATION OF IVC's

1. About this Policy

1.1 This policy explains when and why we collect personal information about our members, how we use it, how we keep it secure, and your rights in relation to it.

1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

1.3 We may amend this Data Privacy Policy from time to time without prior notice. Please check our website www.aivc.org.uk regularly for any amendments.

1.4 We comply with the General Data Protection Regulation (GDPR) in relation to all our processing of personal data. Further details of the GDPR can be found at the website for the Information Commissioner's Office.
(https://ico.org.uk). For the purposes of the GDPR, we are the Controller of all personal data which we hold.

2. Who are 'we'?

2.1 We are the committee of The Association of IVCs. We can be contacted at: se*******@******rg.uk

3. What information we collect and why

(For asterisked items, refer to 'Notes' at the end of this document.)

Whose Information and Type of Information	Purposes	Legal Basis for Processing
AIVC Officers and Committee Members: Name, committee role, email address and telephone number.	To allow IVC Club members to contact the aIVC Committee on matters relating to IVC business.	For the purposes of our legitimate interests in operating aIVC and its constituent member Clubs.
* Local Club Officers and Committee Members: Name, Club name, committee role, email address and (where provided) telephone number.	- To allow us to set up enhanced Member Level access for Club Officers and Committee Members to the aIVC website by means of their email address. - To allow us to communicate with local Club committees. - To allow local Club Officers and Committee Members with enhanced Member Level access to communicate with other member Clubs on matters of mutual interest relating to IVC business, such as planning joint events, sharing ideas.	For the purposes of performing aIVC's constitutional duties in relation to member Clubs. For the purposes of our legitimate interests in operating aIVC and its constituent member Clubs. For the purposes of our legitimate interests in operating aIVC and its constituent member Clubs.
* Local Club representative responsible for new member enquiries: Name, email address and/or telephone number (where provided)	For publication to all viewers of our website and forwarding to any member of the public who may enquire regarding local Club membership.	For the purposes of our legitimate interests in promoting membership of IVC.
AIVC Conference Delegates, including AGM/SGM Delegates: Name, Club name, email address and telephone number.	To allow us to set up and organise meetings as required by the aIVC Constitution and communicate with delegates.	For the purposes of performing aIVC's constitutional duties in relation to member Clubs.
Attendees at any other organised event co-ordinated by aIVC, eg training session or social event: Name, Club name, email address, telephone number and any Committee role held.	To allow us to set up and organise events for all IVC members which are in keeping with the aims and objectives of IVC.	For the purposes of our legitimate interests in operating aIVC and its constituent member Clubs.
IVC Members: Photographs and video clips taken at private venues, where a member may be personally identified.	For use for promotional purposes on the aIVC website, social media pages and in any printed or digital form of publicity.	** Member's consent.

4. How we protect your personal data

4.1 We will not transfer your personal data outside the EU without your consent. We will inform you if the aIVC's hosted services, website and/or email server are outside of the EU and therefore your data is held outside of the EU.

4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.

4.3 For any payments, which we make to you or take from you online, we will use a recognised online secure payment system.

4.4 We will notify you promptly in the event of any breach of your personal data, which might expose you to serious risk.

5. Who else has access to the information you provide to us?

5.1 We do not sell personal data. Unless we are legally required to do so, we will not share your personal data with third parties without your prior consent or process personal data, except as set out in the table above or in paragraph 5.2 below. Note that we may employ third-party service providers to process personal data on our behalf.

5.2 Personal contact details of Officers and committee members of local Clubs registered on the aIVC website may be accessed by registered Officers and committee members of other local Clubs.

6. How long do we keep your information?

(For asterisked items, refer to 'Notes' at the end of this document.)

6.1 We will hold your personal data on our systems for as long as you are an Officer, committee member or delegate of your local Club and for as long afterwards as it is in the aIVC's legitimate interest to do so or for as long as is necessary to comply with our legal obligations.

6.2 We will issue regular reminders to Clubs via the recognised channels of communication that any changes to local Club committee members should be made or notified promptly for amendment, including committee members standing down from post. If we are told that a committee member is no longer in post, we will remove that member's personal details from our active records. ***

6.3 We will review with an Officer of each Club at least once yearly the personal data we hold on their members, to ensure that it is up-to-date and correct and to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will remove that member's personal details from our active records. ***

6.4 We may retain your personal data in an archived form. This will be reviewed at least once annually. Any personal data which is no longer active and which we do not require in order to comply with possible legal obligations will be removed.

6.5 We will securely destroy all personal financial information (banking details) once we have finished using it and no longer need it.

7. Your rights

7.1 You have rights under the GDPR:

(a) to access your personal data.
(b) to be provided with information about how your personal data is processed.
(c) to have your personal data amended.
(d) to have your personal data erased in certain circumstances.
(e) to object to or restrict how your personal data is processed.
(f) to have your personal data transferred to yourself or to another organisation in certain circumstances.

7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner's Office.

Web: https://ico.org.uk/concerns/
Tel: 0303 123 1113.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Officer:-

Phil Riches: we*******@******rg.uk.

Notes:

Section 3:

* This data will be as notified to us by the committee of each member Club.

** Consent will be sought for each specific use, stating the medium for which consent is sought. Such consent may be sought directly from a member, or indirectly via an Officer of the member's Club where direct contact is not feasible. The member may withdraw their consent at any time by contacting us via e-mail.

Section 6:

*** We cannot be held responsible for any errors within our records which are due to inaccurate or incorrect information being received from Clubs, or which are due to non-notification by Clubs.

January 2026