Data Privacy Notice
1. Who are we?
The Growler Group (the “Group”) is a registered charity (no.702237). The object of the Group is to preserve, restore, exhibit and operate for the benefit of the public ex British Rail class 37 (English Electric) diesel locomotives(s) of historical interest.
The Growler Group is the “Data Controller” (contact details in section 9). This means it decides how your personal data is processed and for what purposes.
2. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in a Data Controller’s possession or likely to come into such possession. The processing of personal data is governed by the Data Protection Act 2018 (the "DPA 2018"), which is the UK's implementation of the European Union's General Data Protection Regulation (the “GDPR”). The personal data the Group holds about you is your name, postal address and may include your email address if you have provided it.
3. How do we process your personal data?
The Growler Group complies with its obligations under the “DPA 2018” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate measures are in place to protect personal data.
From time to time, we may contact you to request that you check and validate the data we hold about you in order to ensure it is accurate. We use your personal data for the following purposes: -
To administer membership records
To send you The Growler magazine to keep you informed about news, events and activities involving the Group and its locomotives, as part of the membership benefits published at the time you joined the Group
To fundraise and promote the interests of the charity, including the sale of items through our on line shop
To manage our volunteers
To maintain our own accounts and records (including the processing of gift aid applications)
To inform you of news, events, and activities that the Group and its locomotives are involved in
To process necessary information for carrying out our legal obligations in relation to Gift Aid
4. What is the legal basis for processing your personal data?
The Data Protection Act 2018 provides a number of lawful reasons where we can use (or 'process') your personal information. One of these lawful reasons is called 'legitimate interests'. Broadly speaking 'legitimate interests' means that we can process your personal information if we have a genuine and legitimate reason in connection with the proper functioning of the Group in accordance with our constitution and we are not harming any of your rights and interests.
If we wish to contact you for a specific purpose other than the legitimate interest of the Group, we will write to you requesting your consent to be contacted for such purposes.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the Growler Group for purposes connected with the proper administration of the Group.
The Group’s on line shop is provided by a third party, Pixel Shack Store. If you purchase products, a new membership or renew an existing membership via the on line shop, as part of the buying and selling process, personal data such as name, postal address and email address will be automatically processed by Pixel Shack Store to enable your order.
Pixel Shack Store processes and protects your personal data in accordance with its own Privacy Statement which is available here:
The Group will not share your data with any other third parties without your consent.
6. How long do we keep your personal data?
We will only keep your personal data as long as you are a member of the Group. Except for the following, all your personal details will be deleted 3 months after your membership has expired, to allow for late renewals.
We retain gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate. Sales records including your name and delivery address will be retained for a period of 6 months after delivery date and then deleted.
7. Your rights and your personal data
Unless subject to an exemption under the DPA 2018, you have the following rights with respect to your personal data:
The right to request a copy of your personal data which the Growler Group holds about you
The right to request that the Growler Group corrects any personal data if it is found to be inaccurate or out of date
The right to request your personal data is erased where it is no longer necessary for the Growler Group to retain such data
The right to withdraw your consent to the processing at any time
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
The right to object to the processing of personal data
The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.
9. Contact Details
To exercise all relevant rights, queries or complaints please in the first instance contact the Group’s Secretary at [email protected]
You can 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.