Dirleton Good Neighbours: Data Protection Policy
Dirleton Good Neighbours (DGN) maintains a list of contacts – both Dirleton village residents and other interested individuals or organisations – to whom it regularly sends updates of its activities and related news. This list is based on the contacts being deemed to have an interest in the aims of the DGN.
Aims: Dirleton Good Neighbours is a Constituted Community Group whose aims are to promote, encourage and organise community connections, activities and events for Dirleton residents and to liaise with local or relevant community groups. Personal data is stored by DGN as it relates to this deemed legitimate interest.
Personal data stored by DGN: Regular contact details of interested individuals or groups/organisations are stored by DGN – name, address , phone number and email address, plus a note of any interests, expertise , work experience or activities provided that are relevant to the aims of DGN. Copies of any relevant correspondence may also be stored. Contacts on this list may ask for details of the information stored regarding them.
How DGN makes contact with those on its list: Most DGN contacts are by group emails sent out regularly to everyone on DGN’s list using a Mailchimp programme. In January 2021, DGN started a quarterly colour Newsletter. This is emailed to all those on its email list, and hard copies delivered to those who we know do not have email. Smaller groups of individuals that are known to share similar specific interests (e.g. Lunch Hub volunteers, activity groups etc) will be contacted using an email group list. In all cases these group lists will not show the email details of other recipients of the group email, unless a group of individuals has become established and given their specific permission to be known to each other. Those on the DGN list may also be contacted by phone or letter if appropriate, particularly if the individual is not on email. DGN sometimes mail-drops all village residents e.g. a New Year card and newsletter or information that is deemed relevant to all. DGN is very conscious of the burden posed by excessive email contact, and will only contact those on its list sparingly with items that are deemed of genuine interest. However, we have deliberately had a policy of sending out more group emails during Covid, as we consider it is important that residents feel in touch with their community, particularly when in lockdown. However, the contents of individual emails are clearly indicated, so that those that are not of interest to the recipient do not need to be opened.
Sharing of individual’s details: If contact details are requested of an individual on DGN’s list or otherwise known to DGN but not in the public realm, that individual will be informed of this request and can choose whether or not to allow this contact, or to respond themselves. DGN will not share any individual’s details with any third party without specific permission and does not envisage any situation in which it would request sharing its complete list with any other organisation.
Additions and Deletions to the DGN list: DGN will ask any individual or organisation for permission before adding their name to its list and provide them with a copy of its Data Protection Policy. Any individual on DGN’s list may ask at any time to be removed from this list with immediate effect.
Anne Orr, Coordinator,
Dirleton Good Neighbours, Chapelhill House, Dirleton, North Berwick EH39 5HG
Phone: 01620 850 813