Who are we? 

Royal Life Saving Society UK (RLSS UK) are committed to respecting your privacy. This notice explains how RLSS UK may use personal information that we collect during the Cultural Audit. It explains how RLSS UK comply with the law on data protection and what your rights are. For the purposes of data protection, RLSS UK will be the data controller of any of your personal information as defined in Article 4(7) of UK GDPR.  

This notice applies to participants for the Cultural Audit.  

Our Data Protection Lead, [Ceri Kingston], oversees our compliance with data protection legislation. In the event of any query or complaint in connection with the information we hold about you, please email [email protected] or write to us at RLSS UK, Redhill House, London Road, WORCESTER, WR5 2JG. 

What information do we collect about you? 

The survey asks a range of questions about your experiences with RLSS UK and about yourself which includes special category data including gender, ethnicity, religious beliefs and health data. 

The survey does not ask you to fill in any personal data such as your name, date of birth, address.  

RLSS UK will only see the final results of the survey in a redacted, anonymous format.  

No automated processing is done using your information during this survey. 

Why do we collect your personal data? 

RLSS UK are conducting the survey to understand our current performance in the areas of Diversity and Inclusion to see how we can improve as our aim is to create a more diverse and inclusive workplace and membership organisation.  

Who do we obtain your data from? 

Information is obtained directly from yourself, as an employee of RLSS UK, a member of RLSS UK or a commercial partner of RLSS UK. 

Who do we share your personal data with? 

The survey is hosted by Survey Monkey and the data is sent to our Processor, The National Centre for Diversity (NCFD) who will anonymise the data before it is sent to RLSS UK. 

International Transfers 

Our processor NCFD sub-processes the survey collection to Survey Monkey who are based in the USA. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy policy and applicable data protection legislation and is respected and kept secure.  

How long do we hold your data for? 

Data will be redacted and anonymized and this will be stored for 4 years at NCFD in a secure password protected file on Encrypted servers .

Raw data will be deleted after 120 days.  

What is our lawful basis for holding your data? 

RLSS UK relies on the following lawful basis to process your personal data: 

UK GDPR Article 6(1)(f) - Legitimate interest: where it is in the legitimate interests of RLSS UK to process personal information to enable the processor to compile the survey on behalf of RLSS UK as they may view data that would possibly make someone identifiable.  

UK GDPR Article 9(2)(j) Statistical purposes supported by Data Protection Act 2018 Schedule 1, Part 1 (4) Research.  

Your Rights 

You have the following rights concerning your personal data and can exercise these by using the contact details at the top of this notice: 

• Right of access 
• Right to rectification 
• Right to erasure (right to be forgotten) 
• Right to restriction of processing 
• Right to data portability  
• Right to withdraw consent 
• Right to object to direct marketing 
• Rights in relation to automated decision making and profiling 

If you wish to exercise any of your rights concerning your personal data, please contact RLSS UK’s Privacy Officer at the address shown above. 

Your right to lodge a complaint with a supervisory authority 

If you are not satisfied with the response you receive, you have the right to lodge a complaint with the supervisory authority. In the United Kingdom this is:  

Information Commissioner's Office  

Wycliffe House  

Water Lane  

Wilmslow  

Cheshire  

SK9 5AF  

(t) 0303 123 1113 

(e) [email protected] 

Document Owner and Approval 

The Data Protection Officer owns this template and is responsible for ensuring that it is reviewed on a regular basis.  

This guidance was approved by the Finance Director (on behalf of SLT) on 26/04/2022 and is issued on a version-controlled basis under his signature.  

Signature: 

Date: 26/04/2022  

Record of Change History 

Issue	Description of Change	Approval	Date of Issue
1	Initial Issue	Finance Director (on behalf of SLT)	26/04/2022