Website Privacy Notice

Eikoku Mitakai

October 2022

01.INTRODUCTION

The purpose of this privacy notice (“Notice”) is to inform you of how Eikoku Mitakai (“we”, “us” and “our”) will collect and process your personal data as a data controller and the measures and processes we have put in place to ensure its adequate protection. Providing such information is one of the requirements of the UK General Data Protection Regulation (“UK GDPR”).

This Notice does not form any contractual relationship between you and us, and we may amend it from time to time.

02.WHAT PERSONAL DATA WE COLLECT ABOUT YOU

  1. We may collect and process the following types of personal data about you:
    1. Your name, email address and other contact details;
    2. Your faculty, graduation year;
    3. Details of your employment;
    4. Details of your preferences for types of events or materials; and
    5. Your messages, feedback or contributions to surveys and questionnaires.
  2. We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
  3. We make every effort to maintain the accuracy and completeness of your personal data which we store and to ensure all of your personal data is up to date. However, you can assist us with this considerably by promptly contacting us if there are any changes to your personal data or if you become aware that we have inaccurate personal data relating to you (please see section 12 below). 
  4. We will not be responsible for any losses arising from any inaccurate, inauthentic, deficient or incomplete personal data that you provide to us.

03.IF YOU FAIL TO PROVIDE PERSONAL DATA

If you fail to provide your personal data, we might be unable to maintain our relationship with you or to provide our services to you.

04.HOW WE COLLECT PERSONAL DATA

  1. We usually collect your personal data from the information you submit at the time when you join Eikoku Mitakai and during the course of your relationship with us. This will typically be through you sending us emails and other correspondence, business cards, the forms and documents used when you sign up to our events.
  2. We may also collect your personal data from other sources such as fraud prevention agencies, credit reference agencies and the records of governmental agencies.

05.HOW WE USE PERSONAL DATA1

  1. (Legal basis for the processing) We will only process your personal data where:
    1. you have given us your consent;
    2. where the processing is necessary to respond to a request from you;
    3. where the processing is necessary to maintain our relationship with you; and
    4. where the processing is necessary for compliance with our legal and regulatory obligations.
      In case of (a) above, you may withdraw your consent at any time, by making a request as set out in section 12 below.
  1. (Purposes of the processing) We will process your personal data in connection with the management of our relationship with you and the provision of our services to you for the following purposes:
    1. to provide you with the information about Eikoku Mitakai’s activities;
    2. to provide you with requested services;
    3. to respond to your messages or posts to us;
    4. to provide you with materials about our services that we think you may be interested;
    5. to manage, develop and improve our services, information technology systems and websites;
    6. for monitoring and assessing compliance with law and our policies and standards;
    7. to comply with our legal and regulatory obligations and requests anywhere in the world, including reporting to and/or being audited by national and international regulatory bodies;
    8. to carry out money laundering, financial and credit checks and for fraud and crime prevention and detection purposes;
    9. for administrative purposes in relation to the security of and access to our systems, platforms and websites and applications;
    10. to comply with court orders and exercise and/or defend our legal rights;
    11. for any other legitimate business purpose; and
    12. as otherwise permitted or required by any applicable law or regulation.
  2. We will not make automated decision-making based on personal data collected from you.

06.INTERNATIONAL TRANSFERS OF PERSONAL DATA

Your personal data may be transferred to (including accessed in or stored in) a country or territory outside the UK, including to countries whose laws may not offer the same level of protection of personal data as are enjoyed within the UK. We will ensure that any such international transfers are made subject to appropriate or suitable safeguards as required by the UK GDPR. You can obtain copies of the relevant safeguard documents by making a request as set out in section 12 below.

07.WHEN WE MAY DISCLOSE YOUR PERSONAL DATA

We do not and will not sell, rent out or trade your personal data. We will only disclose your personal data to the following recipients:

  1. to other members (to the extent you have given consent to);
  2. to third parties who process your personal data on our behalf (such as our systems providers including cloud providers);
  3. to companies providing services for money laundering checks, credit risk reduction and other fraud and crime prevention purposes and companies providing similar services, including financial institutions, credit reference agencies and regulatory bodies with whom such information is shared;
  4. to any third party to whom we may assign or novate any of our rights or obligations; and
  5. to any government, regulatory agency, enforcement or exchange body or court where we are required to do so by applicable law or regulation or at their request.

08.HOW WE PROTECT YOUR PERSONAL DATA

We are committed to safeguarding and protecting your personal data and will implement and maintain appropriate technical and organisational measures to ensure a level of security appropriate to protect your personal data from accidental or unauthorised destruction, loss, alteration, disclosure or access.

09.YOUR RIGHTS IN RELATION TO THE PERSONAL DATA WE COLLECT

  1. If you wish to:
    1. update, modify, or delete your personal data, or obtain a copy of your personal data that we hold; or
    2. restrict or stop us from using any of your personal data which we hold,
      you can request this by contacting us as set out in section 12 below.
  1. In any of the situations listed above, we may request that you prove your identity by providing us with a copy of a valid means of identification in order for us to comply with our security obligations and to prevent unauthorised disclosure of data.

10.HOW LONG WE WILL HOLD YOUR PERSONAL DATA FOR

We will only retain your personal data as long as necessary to fulfil the purpose for which it was collected or to comply with legal, regulatory or internal policy requirements.

11.HOW WE UPDATE OR CHANGE THIS FAIR PROCESSING NOTICE

We may change or update parts of this Notice in order to maintain our compliance with applicable law and regulation or following an update to our internal practices. We will do this by updating this Notice on our website, https://mitakai.co.uk/ 

You will not necessarily be directly notified of such a change. Therefore, please ensure that you regularly check this Notice so you are fully aware of any changes or updates.

12.HOW YOU CAN CONTACT US

If you have any queries about the contents of this Notice or your personal data, or wish to make a request in relation to your personal data, please contact us using the details set out below:

Email: info@mitakai.co.uk

13.HOW TO LODGE A COMPLAINT TO THE REGULATOR

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.