Naminokai Privacy Notice


 

WHO WE ARE

Naminokai association was founded in spring 1981 with the aim of providing mutual support among Japanese women in international marriages. Naminokai has organised events, workshops and information that have helped dual-nationality families to share Japanese culture.

 

 

DATA PROTECTION

We care about your personal data and ensuring you’re informed about how we use it. We are committed to protecting your data, and to managing any information you share with us in line with data protection laws.

 

This Privacy Policy sets out how and why we collect and use your personal data and our legal basis for its use, to ensure you remain informed and in control of your information.

 

Please read this policy carefully, along with any other documents referred to in this policy, to understand how we collect, use and store your personal information.

 

If you have any questions about how we process your information, please get in touch with us using the details in the “Contact us” section below.

 

 

TYPES OF PERSONAL DATA WE COLLECT

Depending on your interaction with us, we’ll collect the following types of information about you:

  • Your contact details, such as name, postal address and email address, phone number, etc.
  • Year you came to UK
  • Your birthplace / hometown
  • Your occupation
  • Self-introduction
  • Your children’s name, birth month / year and gender
  • Your husband’s name and (if not British) nationality
  • A record of our communications with you
  • Your communication preferences
  • Articles that you have submitted for our regular newsletter
  • Photos of events at which you have attended

 

Sensitive information

Under data protection law, certain categories of personal information are recognised as sensitive, including health information, race, and religious beliefs. In the event that we hold such data we will obtain your consent to process this data, or alternatively ensure that we have a valid legal basis for doing so, such as when it is required to facilitate participation in an event that we are organising.

 

 

WHERE DOES THIS INFORMATION COME FROM?

Most personal data we process is given to us directly by our members in the course of their interactions with us.

 

We may also receive your personal information when other members provide it.

 

 

HOW WE USE YOUR DATA

In simple terms, your personal data may be used to help communicate with you about events and activities that we organize or that members have participated in.

 

We have summarised below the different reasons why we do this (these are often referred to as ‘purposes’). How we use your data for these purposes will depend on the nature of our relationship with you.

 

          1)    Distribution of our Newsletter

          2)    Invitations to events that we or others organise

          3)    Requests for volunteering at events

 

 

HOW THE LAW APPLIES TO THE USE OF PERSONAL INFORMATION

We are required under law to make sure that we have a valid ground for processing your data. The law sets out six different grounds for when personal data can be processed (plus additional ones where sensitive data is used). The two legal grounds that are most relevant to our use of your personal information are:

  • Consent
  • Legitimate Interest

 

Overview

We will only process your personal information if any of the following apply:

  • We have asked you for your express consent and have a record of this (for example, we will ask for your consent to send you our newsletter by email)
  • We have a legitimate interest to do so. Our use will be fair and balanced and never unduly have an impact on your rights (for example, it is in our legitimate interests to analyse the data you provide so that we can improve our services and tailor our communications to you)

 

Consent

In some cases we will rely on consent, for example, to send you emails, phone calls and text messages. You can withdraw consent for these channels and activities by contacting us. 

 

Legitimate Interests

This legal ground for processing means that we can process your personal information if we have a genuine and legitimate reason for doing so, and that reason is not overridden by your rights and interests as an individual.

Examples include:

 

For administration purposes

  • To follow up with you about your enquiry
  • To update members’ directory
   

We have considered and balanced our legitimate interests against individuals’ privacy rights in these scenarios and we do not believe that any adversely affect members’ rights or interests. If you would like to find out more or ask us to stop processing your data in these ways, you can do this at any time by contacting us.

 

 

DATA RETENTION

We will delete your personal information after your withdrawal from us. We will keep some data indefinitely (for example, your name and giving history). In these cases, we’ll only retain data that is necessary for these purposes, and we will delete or anonymise other parts of the record.

 

If you decide you no longer wish to hear from us, we’ll need to keep a note of that on our suppression list indefinitely.

 

 

DATA STORAGE

Naminokai is based in the UK and we store all our data in the UK.

 

 

DATA SHARING

We will not exchange or sell your personal information to another organisation for their own marketing purposes.

 

We may also share your data with our external service providers, such as our email service providers (Mailing List Services “ML”);

 

In these situations, the relationship between Naminokai and the third-party data processor will be governed by a contract and strict security requirements will be in place to protect your personal information.

 

 

YOUR DATA PROTECTION RIGHTS

When we are using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask us to stop using your personal information for direct contact purposes. Simply contact us and we will amend your contact preferences.

 

Presuming that these rights are not overridden by our legal obligations, or where our legitimate interests are not overridden by your rights and interests as an individual, you have the following data protection rights:

 

Right to be Informed

You have the right to be told how your personal information will be used. This policy document, and any shorter summary statements used in our communications, are intended to be a clear and transparent description of how your data may be used.

 

Right of Access

You can contact us asking what information we hold on you and to request a copy of that information. From May 2018 we will have 30 days to comply once we are satisfied you have rights to see the requested records and we have successfully confirmed your identity.

 

Right of Erasure

Under Article 17 of the UK GDPR, you have the right to be forgotten (i.e. to have your personally identifiable data deleted). We’ll be required to keep an appropriate record (such as a suppression list) so that we can make sure you don’t receive future communications.  In some instances a legal basis will override the right to erasure.  An example of this would be the legal requirement to record financial transactions for six years.

 

Right of Rectification

If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.

 

Right to Restrict Processing

In certain situations you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

 

Right to Data Portability

Where we are processing your personal data under your consent the law allows you to request data portability from one service provider to another. This right is largely seen as a way for people to transfer their personal data from one service provider to another.     

 

If you want to exercise any of these rights, please contact Yakuin via email.

 

 

FILMING AND PHOTOGRAPHY AT EVENTS

Please note that we (or our authorised service providers) may film or photograph participants attending or taking part in events and use such footage or photographs.

 

We do this in order to publicise the event for purposes including, but not limited to: advertising events, publications such as our newsletter.

 

No personal details (including names), photo images and films of any under 18-year-old participants will be used in Naminokai Members only publications, such as Members’ News Letter without the written consent of their parent or legal guardian.

 

No photo images and films of any under 18-year-old participants will be used in publicity materials, such as Naminokai website, without the written consent of their parent or legal guardian.

 

 

NOTIFICATION OF CHANGES TO THIS PRIVACY POLICY

This Privacy Policy may change from time to time. For example, we will continue to update it to reflect new legal requirements. Please visit Naminokai website to keep up to date with the changes to our Privacy Policy.

 

 

WHAT TO DO IF YOU ARE NOT HAPPY

In the first instance, please talk to Yakuin members directly so Yakuin can help resolve any problem or query.

You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their help line 0303 123 1113 or at www.ico.org.uk

 

 

CONTACT US

If you have any questions about this Policy, or about how we manage your data, please contact Yakuin via email printed on the members' directory.