Privacy Policy

What information we collect and why?

This policy applies to the MNWB website, our use of emails and any other methods we use for collecting information. We obtain information about you when you use our website, for example, when you contact us about products and services, to leave a legacy, to register for a training course. It covers what we collect and why and what we do with the information.

• We collect information that is either personal data (as outlined above) or non-personal data (pages accessed etc.)
• We collect information to provide services or goods, to provide information, to our constituent members
• We only collect the information that we need or that would be useful to us in our quest to provide the best possible service
• We do our very best to keep personal information secure, including SSL technology (secure server software) wherever we collect personal data online
• We never sell your data and we will never share it with another company or charity for marketing purposes
• We only share data where we are required by law or with carefully selected partners who do work for us
• Our websites use cookies – for more information please see our Cookies Policy
• We will only retain your data for as long as it is required

We may collect information about you whenever you interact with us, for example when you:

• fulfil your requests – such as provision of information
• communicate with us
• take part in one of our events (training/conferences/committee meetings)
• attend a meeting with us and provide us with information about you
• contact us through the following channels: online, email, phone, SMS, social media or post
• prevent or detect fraud or abuses of our websites and enable third parties to carry out technical, logistical or other functions on our behalf
• provide information relating to any legacies you make
• post content to our website/social media sites (including Facebook)
• provide information to us for subscribing to our website services (such as signing up for a training course, use of our services, events calendar, email notifications)
• use Social Media: Depending on your settings or the privacy policies for social media and messaging services like Facebook and Twitter, you might give us permission to access information from those accounts or services

Sharing your information

We will only share your information if:

• We are legally required to do so, e.g. by a law enforcement agency legitimately exercising a power or if compelled by an order of the Court
• We believe it is necessary to protect or defend our rights, property or the personal safety of our staff or visitors to our premises or website

How can you manage your cookie preferences?

Using your browser settings in, for example, Internet Explorer, Safari, Firefox or Chrome, you can set which cookies to accept and which to reject. Where you find these settings depends on which browser you use. Use the “Help” function in your browser to locate the settings you need.

Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third-party cookies. For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites.

If you choose not to accept certain cookies, you may not be able to use some functions on our website. And opting out of an online advertising network does not mean that you will no longer receive or be subject to online advertising or marketing analysis. It means that the network from which you opted out will no longer deliver ads tailored to your web preferences and browsing patterns.

Security of your personal information

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. We will keep your information only for as long as we need it to provide you with the services or information you have required, to administer your relationship with us, to inform our research, to comply with the law. When we no longer need information, we will always dispose of it securely, using specialist companies if necessary to do this work for us.

Who has access to personal data

Only MNWB employees are granted access to personal data. This is ensured using strict operational processes and procedures.

Staff are trained on security systems and relevant processes and procedures which are reviewed regularly for ongoing effectiveness and suitability for purpose. All employees are kept up-to-date on the MNWB security and privacy practices. Employees are notified and/or reminded about the importance we place on privacy, and what they can do to ensure that personal data is protected.

Personal information provided via the MNWB’s portals is secured using Secure Socket Layer (SSL) server and is encrypted before being transmitted. Secure pages have a lock icon or key on the bottom of web browsers such as Microsoft Internet Explorer, information supplied by you on these webpages is securely stored and can only be accessed for the purposes for which it was provided.

All IT systems are kept in a secure environment with appropriate access control. We are audited on a regular basis by various independent security companies, plus internal audits.

Your rights

The Data Protection Act 2018 (DPA 2018) controls how your personal information is used. To indicate the UK’s status outside the European Union (EU), it was amended on 01 January 2021 by regulations under the European Union (Withdrawal) Act 2018. The DPA 2018 sits alongside and supplements the UK General Data Protection Regulation (UK GDPR) and gives you certain rights over your data and how we use it. These include:

• the right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed
• the right to prevent your data being used for direct marketing
• the right of access to a copy of the information we hold about you (known as a subject access request)

This legislation has been put in place to give you a clearer understanding of how and why your data is collected, how it is stored, for how long and how it is disposed of. It also includes information as to when and how your information might be shared with others.

If you wish to exercise any of these rights, please contact the MNWB Data Protection Officer in writing at MNWB, 8, Cumberland Place, Southampton, Hampshire, SO15 2BH or by emailing DPO@mnwb.org.uk. For more information about your rights under the UK GDPR go to the website of the Information Commissioner’s Office at www.ico.org.uk

Links to other websites/from other websites

MNWB websites may contain links to other websites run by other organisations. MNWB Privacy Policy only applies to MNWB websites and you are encouraged to read the Privacy Statements on the third-party websites that you visit such as Google. MNWB is not responsible for the Privacy Policies and practices of other websites even if they were accessed via a Bytes website. Equally, if you link to a MNWB website from a third-party site, MNWB is not responsible for the Privacy Policies and practices of that third-party site.

Other people’s data

Some of the services we offer allow you to provide the personal data of other people (e.g. tagging people on photos on social media). Before providing anyone else’s data please ensure they are happy for you to do so and under no circumstances must you make public another person’s home address, email address, or phone number.

Contact Details

You have a right to lodge a complaint if you believe that MNWB has not upheld the rights, obligations and responsibilities set out in this Privacy Policy. To exercise all relevant rights, queries or complaints, please contact: Data Protection Officer, MNWB, 8, Cumberland Place, Southampton, Hampshire, SO15 2BH. Telephone 02380 337799 or email DPO@mnwb.org.uk.

If your complaint has not been resolved, you can also contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF