DotCoop Privacy Notice
What is the purpose of this document?
This privacy notice describes how we collect and use personal information about you
during and after your relationship with us, in accordance with the General Data
Protection Regulation (GDPR).
DotCoop is a ‘data controller’. This means we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. This notice applies to all contacts of DotCoop and all other contacts. This notice does not
form part of any contract with you. We may update this notice at any time.
It is important that you read this notice, together with any other privacy notice we may
provide on specific occasions when we are collecting or processing personal information
about you, so you are aware of how and why we are using such information.
Data protection principles
We will comply with data protection law. This says that the personal information we hold
about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
The kind of information we hold about you:
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, store, and use the following categories of personal information about you:
- Name.
- Contact details including email address, phone number and social media
username. - Organisation – any organisation that we know you are affiliated to.
- Job title..
- When registering for events we ask for dietary requirements and
requirements around access (e.g. disabilities). - Information you have requested on services and products.
We may also collect, store and use the following ‘special categories’ of more sensitive
personal information:
How is your personal information collected?
DotCoop’s primary reason for collecting data is to maintain .coop domain name registrations. However, we do collect personal information about individuals who have come into contact with DotCoop through online forms or direct contact with DotCoop. We may sometimescollect additional information from third parties, including: - Corporate registrars such as Companies House and Financial Conduct Authority
(FCA). - Cooperative development bodies.
- Delivery partners.
- Via organisations you are affiliated with.
How we will use information about you
We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances: - Where we need to perform a contract we have entered into with you [*]
- Where we need to comply with a legal obligation [**]
- Where it is necessary for our legitimate interests (or those of a third party) and your
interests and fundamental rights do not override those interests [***] - Where you have freely given, specific, informed and unambiguous consent to the
processing of your personal information for one or more specific purposes [****]
We may also use your personal information in the following situations, which are likely to be rare: - Where we need to protect your interests (or someone else’s interests) [*]
- Where it is needed in the public interest or for official purposes []
Situations in which we will use your personal information
With reference to the asterisks set out in the list above, we have indicated by asterisks [*] the
purpose or purposes for which we are processing or will process your personal information,
as well as indicating which categories of data are involved. - Where we need to perform a contract we have entered into with you: [*]
- Contacting you with regard to its operations, events and governance.
- Where we need to comply with a legal obligation: [**]
- To comply with our rules and corporate legislation.
- Where it is necessary for our legitimate interests (or those of a third party) and your
interests and fundamental rights do not override those interests: [***] - To communicate with you to fulfil our mission to promote, develop and unite
the cooperative sector unless you have specifically informed that you do not
wish to receive such communications from us. - Where you have freely given, specific, informed and unambiguous consent to the
processing of your personal information for one or more specific purposes: [****] - Contacting you with regard to DotCoop operations, events and governance.
- Where you have subscribed to a mailing list to keep informed about our work.
- Where we need to protect your interests (or someone else’s interests): [*]
- Where we are asked by legitimate external agencies and authorities to share
this information. - Where it is needed in the public interest or for official purposes: []
- Where we are asked by legitimate external agencies and authorities to share
this information.
Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal information. - If you fail to provide personal information
- If you fail to provide certain information when requested, we may not be able to fulfill our contract with you.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Do we need your consent?
We may approach you for your written consent to allow us to process certain particularly sensitive personal data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that, in accordance with our written policy document, there are circumstances permitted by law where we may use particularly sensitive personal data without your consent.
Data sharing: - We may have to share your data with third parties, including third-party service
providers. - We require third parties to respect the security of your data and to treat it in
accordance with the law. - We may transfer your personal information outside the EU.
- If we do, you can expect a similar degree of protection in respect of your personal
information.
Why might you share my personal information with third parties?
We will share your personal information with third parties where required by law, where it is necessary to fulfill a contract for goods or services with you, to administer our membership relationship with you or where we have another legitimate interest in doing so.
Which third-party service providers process my personal information?
“Third parties” includes third-party service providers (including contractors and designated
agents) and other entities. The following activities are carried out by third-party service providers: - Provision of IT services
How secure is my information with third-party service providers and other
entities in our group?
All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
When might you share my personal information with third parties?
We may share your personal information with third parties, for example in the context of where we have a legitimate business relationship with a contractor to deliver services on our behalf or to perform a contract, and to comply with ‘anti’-money laundering legislation. We may also need to share your personal information with a regulator or to otherwise comply with the law.
Transferring information outside the EU
We will transfer the personal information we collect about you to the USA outside the EU for processing and storage. There is an adequacy decision by the European Commission in respect of the USA. This means that the country to which we transfer your data is deemed to provide an adequate level of protection for your personal information. To ensure your personal information receives an adequate level of protection we have put in place the following appropriate measure to ensure your personal information is treated by those third parties in a way that is consistent with and which respects the EU and UK laws on data protection. Organisations processing data in the USA are certified under the Privacy Shield Framework. Further information about protective measures can be requested from DotCoop.
Data security
We have put in place measures to protect the security of your information. Details of these measures are available upon request.
Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and to keep it secure
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal information to those employees, agents,
contractors and other third parties who have a business need to know. They will only
process your personal information on our instructions and they are subject to a duty of confidentiality. Details of these measures may be obtained from DotCoop.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
Data retention
How long will you use my information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
In some circumstances, we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. We will retain and securely destroy your personal information in accordance with our data retention policy and/or applicable laws and regulations.
Rights of access, correction, erasure, and restriction
Your duty to inform us of changes:
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
Your rights in connection with personal information
Under certain circumstances, by law you have the right to: - Request access to your personal information (commonly known as a “data subject
access request”). This enables you to receive a copy of the personal information we
hold about you and to check that we are lawfully processing it. - Request correction of the personal information that we hold about you. This enables
you to have any incomplete or inaccurate information we hold about you corrected. - Request erasure of your personal information. This enables you to ask us to delete or
remove personal information where there is no good reason for us continuing to
process it. You also have the right to ask us to delete or remove your personal
information where you have exercised your right to object to processing (see below). - Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if
you want us to establish its accuracy or the reason for processing it. - Request the transfer of your personal information to another party.
- If you want to review, verify, correct or request erasure of your personal information,
object to the processing of your personal data, or request that we transfer a copy of
your personal information to another party, please contact DotCoop.
No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.
What we may need from you:
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to withdraw consent:
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact DotCoop. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Responsible Person:
The dotCoop LLC President oversees compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact us at DotCoop. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
If you have any questions about this privacy notice, please contact DotCoop