Privacy and Personal Data Protection

The International Federation of Computational Logic (IFCoLog) is committed to safeguarding the privacy of our members, website users and other individuals about whom we may collect personal data.

We understand the importance of maintaining individuals’ privacy, keeping personal information secure and complying with all applicable data protection laws.IFCoLog collects personal data only for identified and lawful purposes. We endeavour to limit data collection to what is necessary for the purpose for which the personal data is collected.

Personal data, or personal information, is defined as ‘any information relating to an identified or identifiable natural person’.

IFCoLog is the data controller of any personal information you provide to us, registered address: 35 Ballards Lane London N3 1XW.

If you are not satisfied with our use of your personal information, our response to any exercise of your rights, or if you believe us to be in breach of our data protection obligations, please us contact us here.

We collect and process personal data relating to:

·       Current and former IFCoLog members;
·       IFCoLog employees and contractors;
·       IFCoLog volunteers;
·       Individuals who attend IFCoLog events;
·       Users of the IFCoLog website
·       Individuals who enquire about IFCoLog membership;
·       Members of the public who have contact with IFCoLog;
·       Complainants and enquirers; and
·       Advisers and professional experts.

IFCoLog collect personal data in a variety of ways, including if you:

·       apply for membership of IFCoLog;
·       register for an event or activity;
·       ask to be part of a mailing list or marketing campaign;
·       telephone us or visit in person with a specific query; or
·       use our website.

IFCoLog collects and processes basic contact details – such as name, address, email address, telephone numbers together with any relevant payment details.

We process personal information to enable us to deliver our functions to our members and to fulfil our charitable objectives.

The categories of processing of personal data that we undertake include:

·       purpose of Processing (Lawful Basis)
·       managing our membership records; (Legitimate Interest)
·       processing payments (Legal obligation)
·       internal record keeping (Legitimate Interest, Legal obligation)
·       managing our staff (Contractual obligation)
·       managing and supporting our volunteers (Legitimate Interest)
·       maintaining our own accounts and records (Legal obligation)
·       distribution of newsletters, information about events (Legitimate Interest)
·       understanding usage of the IFCoLog website to identify ways to improve it further (Legitimate Interest)
·       direct fundraising appeals (Consent)

IFCoLog will retain personal data in accordance with our retention schedule:

·       Hiring and applicant data
6 months
·       Data relating to PAYE, maternity pay or SMP (statutory mandatory pay), employee leave and sickness absences, tax code notices, taxable expenses or benefits
3 years from the end of the relevant tax year after an employee leaves
·       Employees’ personnel records, performance appraisals, employment contracts, etc.
6 years after an employee leaves
·       Membership data
1 year after termination of membership
·       Accounting records – (e.g. cash books, invoices, receipts, Gift Aid records etc.)
6 years
·       Volunteering records
1 year after termination of membership

IFCoLog aims to keep all personal data private and not share it unless by consent, or if required by law

We may share personal data with companies that we contract with to perform required services for us, such as assisting us with our mailing campaigns or other data processing, where they need your personal data to perform the service for us. These companies are not authorised to keep or use your personal data for any other purpose.

We will ask you to consent to the use of cookies when you visit our website.

We may process data about your use of our website (“usage data”). The usage data includes

·       Your IP address;
·       Associated information such as geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths,
·       Information about the timing, frequency and pattern of your service use.

The legal basis for this processing is our legitimate interests: namely monitoring and improving our website.

We may obtain information about your general internet usage by using a cookie which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive.

IFCoLog’s website may contain links to other third party websites. If you follow a link to any of those third party websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for their policies or processing of your personal information. Please check these policies before you submit any personal information to such third party websites.

Subject to any relevant exemptions, you are entitled to see a copy of the personal information we hold about you and to request details of how we use your personal information including any disclosures made.

To exercise your rights to access your personal information, please contact us at here.

We take reasonable steps to ensure that the personal information we hold about you is reliable and as accurate and complete as is necessary for its intended use but you are entitled to ask us to update or amend any inaccuracies in the personal information that we hold about you.

To request us to update or amend any personal information we hold about you, please contact us here.

You are entitled to object to receiving marketing material from us at any time.  You can exercise this right by clicking ‘update your preferences’ or ‘unsubscribe’ on any marketing email you receive from us or by contacting us.

Under certain conditions, you may also have the right to require us to:

·       delete any personal information that we no longer have a legal ground to rely on;
·       where processing is based on consent, to withdraw your consent so that we stop that particular processing;
·       object to any processing based on the legal ground of legitimate interests unless our reason for undertaking that processing outweighs any prejudice to your data protection rights;
·       provide you or another provider with a copy of your personal information that you provided us with; and
·       restrict how we use your personal information whilst a complaint is being investigated.

If you contact us to exercise any of these rights we will confirm your right to do so and respond where possible within 1 month.

For any issues relating to how we hold and process your personal data, please contact us here.

We aim to ensure that your Personal Information is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate physical, technical and organisational measures to safeguard and secure the personal data we collect and process.

Please keep in mind that, however, that no internet transmission is 100% secure. Some email sent to or from our Website may not be secure. Please consider this when sending information to us by email.

The information you provide to us may be transferred to and stored in countries outside of the European Economic Area (EEA) e.g. through the use of website servers which may be based outside of the EEA – this is generally the nature of data stored in ‘the Cloud’.

If we transfer or store your personal data outside the EEA in this way, we will take steps with the aim of ensuring that your privacy rights continue to be protected, as outlined in this privacy statement and in accordance with the General Data Protection Regulation.

A data breach is an incident that may lead to accidental or unlawful destruction, loss, alteration, unauthorised disclosure or, or access to personal data.

In the case of a personal data breach that is likely to result in a risk to people’s rights and freedoms, IFCoLog will adhere to the mandatory regulation to report it to the Information Commissioner’s Office (ICO) within 72 hours after becoming aware of the breach.

High risk situations would be where there is the potential of people suffering significant detrimental effect such as discrimination, damage to reputation, financial loss, or any other significant economic or social disadvantage