This document explains how the High Sheriff of Hertfordshire uses data about individuals.
Why do we need your information?
We use personal data to help organise events in Hertfordshire that celebrate the fantastic work of individuals across the county, and honour historic traditions connected to the office of High Sheriff.
Whose data do we collect?
We hold data on those who have given financial or other support to the office of High Sheriff, and those who might do, whether on behalf of an organisation or personally. Also those within the voluntary sector who we would like to engage with and invite to events.
How we obtain your data?
The majority of the information we hold about you has been provided directly to us by you, or by those who you may work for. Examples include where existing supporters feel you may be interested in supporting our work and suggest your name to us.
We also collect data from publicly available sources. Examples include information gathered from a news article or on-line media, including social media like LinkedIn or Twitter. We may also use publicly available directories and information such as the Royal Mail’s National Change of Address database and Companies’ House.
What we do with your data and why?
The core purposes of our data processing is to:
send communications to you about events relating to the office of High Sheriff, such as the annual Garden Party, Justice Service or High Sheriff’s Awards ceremony.
We may use data obtained other than from you to ensure that your contact details are up to date, to plan our events and to ensure that appropriate due diligence is carried out to safeguard the reputation of the office of High Sheriff.
We collect the following classes of information:
name(s) and address, email, phone number and other relevant contact details and preferences,
occupation, skills and professional activity and network(s),
information about our relationship with you, correspondence, meeting notes, attendance at events etc.
Protecting your Data
We keep your data secure in our database with appropriate security mechanisms in place.
We do not share your data with anyone else or any other organisation unless it is necessary for the purpose for which you have given us the data. Examples are given below:
We will provide information to HMRC on Gift Aided donations since we have a legal obligation to provide this information.
We may pass data to other organisations, known as Data Processors, who provide specific services to us. An example would be providing data to the Hertfordshire Community Foundation, who administer the invitations to the annual High Sheriff’s Awards, via email. They are not allowed to do anything with your data other than that which we have requested.
The law requires us to tell you the basis on which we process your data.
Some activities (for example sending you emails which promote the High Sheriff’s interests) require your consent. If the law requires your consent to process data in a certain way then we will obtain it before carrying out that activity.
In all other cases the law allows us to process your data if it is in our legitimate interest to do so, but only so long as we need to and your “interests or your fundamental rights and freedoms are not overriding”. Practically speaking this means we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in this privacy notice.
We will keep data for as long as is needed to complete the task for which it was collected and will pass it forward from one High Sheriff to the next, for as long as that relationship exists, or until we no longer need it.
The law requires us to tell you that you have a variety of rights about the way we process your data. These are as follows:
Where our use of your data requires consent, you may withdraw this consent at any time.
Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
You may request a copy of the data we hold about you.
You may change or stop the way in which we communicate with you or process data about you, and if it is not required for the purpose you provided it, then we will do so. Activities like processing Gift Aid donations may mean we cannot entirely stop processing your data. We will always endeavour to comply with such a request, however.
If you are not satisfied with the way we have processed your data then you can complain to the Office of the Information Commissioner.
If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact us: