Earlier this week, EAB sent out the email below to its members, explaining how it uses their personal details, introducing a new privacy policy, and explaining that members who wish to receive emails about general information need specifically to opt in to it. We have set up a consent form so that those of you who would like to receive this type of email can indicate your wishes:
If you change your mind down the line, all you have to do is complete the form again and indicate that you don't consent. Alternatively, you can contact us through our other channels.
You may have heard about the new General Data Protection Regulation (GDPR) and received emails from other organisations explaining how they use your data or revising their privacy policies. The GDPR, which comes into effect on the 25 May 2018, is about ensuring that organisations which hold information on you act as responsible stewards of that data. They need to be clear on what data they hold and what they use it for. We are writing to you in order to comply with GDPR requirements, and to ask you to confirm that you would like to receive information from us.
How EAB uses your personal details
Here at the Esperanto Association of Britain we take your privacy seriously. We principally use your personal details in order to administer your membership, for example, sending you La Brita Esperantisto, Update and official documentation such as the Trustees’ Annual Report.
From time to time we send out an email which we believe to be of general interest; examples from the past year include informing you that Marjorie Boulton, the most eminent Esperantist in the country, had sadly passed away and making you aware of her funeral details, and an email from the organisers of our annual conference inviting you to take part.
We do not pass your personal details on to any third parties. We hold your details in our database for three months if your membership lapses in order to be able to send you a reminder to renew; if you choose not to renew, we delete your details after those three months.
What you need to do: opting in to allow us to contact you
The GDPR allows EAB to use your details in order to administer your membership, send you information about an event you’ve signed up for, reply to your emails and so on. The GDPR considers it a reasonable assumption that when you became a member, you intended for us to send you your magazines, that you expect us to use your email address to reply to you, and so on.
However, we are not able to assume that you would like us to contact you about things we consider might be of interest to you, such as those examples mentioned above, or to make you aware of a similar course to one which we know you’ve attended before and enjoyed.
In order to be able to contact you from time to time about this sort of thing, we need to know that you have actively consented. In order to make it easy for you to do so and for us to record that you have, we have set up a form at [link]. Please do take a moment to complete it; if you don’t, we unfortunately have to assume that you don’t wish to be contacted.
In line with the GDPR, we have updated our Privacy Policy, the changes to which will come into effect on the 25th May 2018. The updated Privacy Policy sets out how we will collect and use your personal data and what your individual data protection and privacy rights are. We encourage you to take a moment to visit our website and read our updated Privacy Policy.
In the future, we may update our Privacy Policy from time to time. Therefore we encourage you to review the Privacy Policy periodically to keep up to date. We will always let you know if we make any material changes to the way we process your personal data.
If you change your mind in the future and decide to opt out, then you can simply contact the office by email at eab@esperanto.org.uk or write to Esperanto House, Station Road, Barlaston, ST12 9DE. We will immediately remove your details from the general mailing list.
