• Introduction
    Our members are extremely important to the Rapid Response Network, hereafter referred to as the RRN, being an emergency resilience organisation run by representatives from within the membership for the benefit of all members.

    We are investing in our members by providing training, newsletters and website to build a cultural heritage community we can be proud of, and part of. We want to ensure you receive the right balance of information from us, and which most importantly suits you, the member.

    The new General Data Protection Regulations (GDPR) come into force in May 2018 and our privacy statement explains how we will collect, store, manage and protect your data. It also outlines the types of data that we hold and how we use it to provide services to our members. We want to ensure we are using your data sensibly and appropriately so that all of our activities, whether it’s a training event or a newsletter, are done as effectively as possible with your best interests at heart, and this privacy statement outlines our commitment to you.
  • Who we are and what we do
    We are a regional emergency resilience network for heritage organisations. Our members support each other by sharing best practice, information and expertise. Members also receive training and development opportunities and access to emergency equipment.

    In order to do this we have a database and archived paper and digital files that contain personal data collected by the RRN from the member organisations. As part of our work we process and store personal information relating to our members’ staff, volunteers and committee members in accordance with the Data Protection Act 1998.
  • The data we hold
    We maintain a record of all current paid up members and past members who have had a financial transaction with us during the past seven years.

    The data we store and process may include:
    • name, title
    • contact details – postal address, email address, phone number and links to social media accounts
    • records of membership fees paid
    • records of communications sent to you by us or received from you
    • information about any equipment owned by the RRN on your site
    • information on your engagement in meetings, events, groups and networks
    • information relating to your organisation’s bank details for payment of accounts
    We do not store any credit/debit card details
  • How we use your data
    Unless you have requested otherwise, we will use your data to support relevant and appropriate members’ engagement and educational activities. These include the following communication and marketing activities, which may be sent by mail, email, telephone and social media:
    • sending RRN publications
    • notification of RRN events
    • promotion of training or services
    • promotion of volunteers for the RRN committee
    The members’ section of the RRN website, which is password protected, shares the contact details of all member organisations and their nominated contacts. The website is hosted by a third party on a secure server.

    The RRN may use third-party partners to support the activities described above. If you interact with us through a third party (for example, supporting the RRN through Eventbrite) then we may obtain information from them, but only if you have given them your explicit consent. The receipt of data by the RRN in this manner is subject to the third party’s own privacy policy and the data obtained is bound by the terms of the privacy statement as soon as it is received by us.

    We may use tools to help us monitor and improve the effectiveness of the RRN’s communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. We may also monitor visits to our website and use tools such as Google Analytics to improve our website and services.
  • Protecting your data
    We are committed to holding your data securely and treating it with sensitivity. All data is held securely in accordance with the Data Protection Act 1998. Your data is held on a database hosted on secure private PCs, under the control of the Treasurer for RRN membership, and company secure servers by the Chairperson, Secretary and the newsletter secretary. The website is hosted on a secure commercial server. The organisational archive is held on company and secure commercial servers (Google). Third party facilities are also used to assist with booking of events (Eventbrite) and for newsletter distribution (MailChimp). Access to each of the databases is limited to the holder of that database. We will not disclose your data to individuals, organisations or other entities outside of the RRN, unless we are required to do so by law or order of a court.
  • We do not sell to or trade data with any other organisations
    Although most of the information we store and process stays within the UK, some information may be transferred to other countries in an encrypted form as a secure backup facility. We may also hold data for individuals who are outside of the European Economic Area (EEA) and where these countries do not have similar data protection laws to the UK, we will ensure we provide an adequate level of protection in accordance with UK data protection law.
  • Your rights
    We consider our relationship with members to be long term and we will use your details until you cease to be a member, or for non-members until you tell us you no longer wish to hear from us. We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive. You will always have the right to:
    • request a copy of the data we hold about you
    • update or amend the information we hold about you
    • change your communication preference at any time
    • ask us to remove your personal information from our records (excluding information the RRN is legally obliged to retain)
    • object to the processing of your information for any of the purposes outlined above, including opting out of all communications from us (excluding communications RRN would be legally obliged to send)
    From time to time we may use your information for new purposes not currently described in this statement. If our information practices change some time in the future, we will ways publish our policy changes on the RRN website.
  • Cookies
    A cookie is a small information file that is sent to your computer and is stored on your hard drive. If you are a member of Rapid Response Network then your computer will store an identifying cookie file which will save you time whenever you re-visit this website, by remembering your details for you (this happens after selecting ‘Remember me in future’ when you sign-in). You can change the settings on your browser to prevent cookies from being stored on your computer at any time.
  • Produced March 2018.