The International Federation of Agricultural Journalists (IFAJ) is committed to protecting and respecting your privacy. For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering data protection, the Data Controller is IFAJ.
This Policy sets out why we collect personal information about individuals and how we use that information. It explains the legal basis for this and the rights you have over the way your information is used.
This Policy covers IFAJ in relation to the collection and use of the information you give us. We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.
If you have any questions about this Policy, or your personal information, you may contact IFAJ at 3202 Tullochgorum rd. Ormstown QC, Canada, J0S 1K0. Alternatively, you can email email@example.com
What type of personal information do we collect?
The type and amount of information depends on why you are providing it.
The information we collect to send you the IFAJ newsletter can include your name, date of birth, email address, telephone number and country of residence.
If you are an associate member, we may collect other information required for your subscription payments, etc.
If you are a job applicant, the information required is as set out on the application and is necessary for considering the application.
If you are a member signing up for an event, in addition to asking for your name and contact details, we may also ask you for other preferences, special requirements, or specific information necessary to process your registration.
Any bank or credit card details we take from you, for example event participation fees, are processed securely externally and are not held by us.
How we collect information
We may collect information from you whenever you contact us or have any involvement with us:
- Visit our website (see our Cookies policy)
- Enquire about our activities or services
- Sign up to receive news about our activities
- Post content onto our website or social media sites
- Attend a meeting with us and provide us with information
- Update personal details
- Take part in our events
- Contact us in any way, including online, email, social media, phone, SMS or post
Where we collect information from
We collect information:
- From you when you give it to us directly: you may provide your details when you ask us for information, attend our events, attend a meeting or register for our newsletter.
- From information you have previously provided, for example to administer your membership commitments or to attend our events.
- When you have given other organisations permission to use it. For example, your information may be provided to us by other organisations if you have given them your permission. The information we receive from other organisations depends on your settings, or the exact permissions you have given them.
- When it is available on social media: depending on your settings, or the privacy policies in force, you might give us permission to access information from services such as Facebook, Twitter or Instagram.
How we use your information
We will use your personal information in a number of ways which reflect the legal basis applying to processing of your data. These may include:
- Providing you with the information and/or services you have asked for
- Sending you communications with your consent that may be of interest, including marketing information about our services and activities
- When necessary for carrying out your obligations under any contract between us
- Seeking your views on the services or activities we carry out so that we can make improvements
- Maintaining our records and ensuring we know how best to contact you in accordance with your preferences
- Analysing the operation of our website and analysing your website behaviour to improve the website and its usefulness
- Processing course applications
Our legal basis for processing your information
The use of your information for the purposes set out above is lawful because one or more of the following applies:
- Where you have provided information to us for the purposes of requesting information or requesting that we carry out a service for you, we will proceed on the basis that you have given consent to use using the information for that purpose, based on the way that you provided the information to us. You may withdraw consent at any time by emailing firstname.lastname@example.org
- This will not affect the lawfulness of processing of your information prior to your withdrawal of consent being received and actioned
- It is necessary for us to hold and use your information so that we can carry out our obligations under a contract entered into with you or take take steps you request before entering into a contract
- It is necessary to comply with our legal obligations
- Where the purpose of our processing is the provision of information or services to you, we may also rely on the fact that it is necessary for your legitimate interests that we provide the information or service requested and, given that you have made the request, would presume that there is no prejudice to you in our fulfilling your request.
- Options may include processing necessary to protect the vital interests of the individual concerned or other individuals and processing necessary for a task carried out in the public interest.
How we keep your information safe
We understand the importance of security of your personal information and take appropriate steps to safeguard it.
Your details are stored on an encrypted MailChimp platform, which meets the requirements of the GDPR. MailChimp has self-certified to both the EU-U.S. Privacy Shield and Swiss-U.S. Privacy Shield regimes, and lawfully transfers EU/EEA personal data to the U.S. pursuant to our Privacy Shield Certification. MailChimp also completes a SOC II Type 2 examination on an annual basis for the Trust Principal Criteria of Security, Processing Integrity, Confidentiality, and Availability.
Credit and bank card information, where taken, is processed through Stripe.
We always ensure only authorised persons have access to your information, which means only specific members of the ENAJ Management Committee. Everyone who has access is appropriately trained to manage your information.
No data transmission over the internet can be guaranteed 100 per cent secure. While we strive to safeguard your information at all times, we cannot guarantee the security of any information you provide online and you do this at your own risk.
Who has access to your information?
- Analytics and search engine providers that help us to provide our website and its use
- Third parties with whom we work, for example IFAJ member guilds who organise press trips and need to provide accommodation providers with certain personal details. We provide these third parties only with the information that is necessary to provide the service.
Owing to matters such as financial or technical considerations, the information you provide to use may be transferred to countries outside the European Economic Area (EEA) which are not subject to the same data protection regulations as apply in the UK. This would only apply to third-party Data Service providers who are located outside the EEA.
We meet our obligations under GDPR by ensuring that the information has equivalent protection as if it were being held in the EEA. We do this by ensuring that any third parties processing your data outside the EEA either benefits from an adequacy determination for GDPR purposes and/or where appropriate, we have entered into a Data Processing Agreement that includes EU model clauses.
We may also disclose your information if we are obliged to do so under any legal obligation and may use external data for the purposes of fraud prevention and credit risk reduction, or where doing so would not infringe your rights but is necessary and in the public interest.
Other than this we will not share your information with other organisations without your consent.
Keeping your information up-to-date
We value your communication to let us know when contact details change. You can email email@example.com, or use the link in any of our newsletters.
Cookies are small text files that are placed on your machine to help the site provide a better user experience. In general, cookies are used to retain user preferences and store information. They can also provide anonymised tracking data to third party applications like Google Analytics.
How long we keep your information
We will hold your personal information for as long as it is necessary for the relevant activity.
Where we rely on your consent to contact you for direct marketing purposes, we will treat your consent as lasting only for as long as it is reasonable to do so. We may periodically ask you to renew your consent.
If at any point you ask us to stop contacting you, we will keep a record of your contact details and limited information needed to ensure we comply with your request.
You have the right to request details of the processing activities that we carry on with your personal information, through making a Subject Access Request. Such requests have to be made in writing. To make a request, contact us at ENAJ, 1020 Brussels, Sint-Annadreef 68b, Belgium.
You also have the following rights:
- The right to request rectification of information that is inaccurate or out-of-date
- The right to erasure of your information (known as the ‘right to be forgotten’)
- The right to restrict the way in which we are dealing with and using your information; and
- The right to request that your information be provided to you in a format that is secure and suitable for re-use (the ‘right to portability’);
- Rights in relation to automated decision-making and profiling, including profiling for marketing purposes.
All of these rights are subject to certain safeguards and limits or exemptions, further details of which can be found in our Data Protection Policy. To exercise any of these rights, you should contact IFAJ 3202 Tulochgorum Rd, Ormstown QC, Canada, J0S 1K0.
If you are unhappy with the way we have processed or dealt with your information, you can complain to the Information Commissioner’s office.
Changes to this Policy
This Policy may be changed from time to time. If we make any significant changes we will advertise this on our website and/or contact you directly.
This policy was last updated in May 2018.