Our Privacy Notice

To comply with the requirements of the General Data Protection Regulation (GDPR), we have reviewed and updated our Privacy Notice.

What is in our Privacy Notice?

• Why Privacy Matters to Us
• What is Personal Information
• What is Sensitive Personal Information
• What personal information do we collect
• How do we use your personal information
• What legal basis do we have for processing your personal data
• When do we share personal data
• How do we secure personal data
• How long do we keep your personal data for
• Your rights in relation to personal data

• How to contact us

Why Privacy Matters to Us

The Ukrainian Youth Association of Great Britain takes the issue of privacy very seriously and is committed to protecting and respecting our members’ personal information and online privacy. This Privacy Statement sets out our current data processing practices and should be read in conjunction with our terms and conditions and rule book.

What is Personal Information?

Personal Information is information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

We do not consider personal information to include information that has been anonymised or aggregated so that it can no longer be used to identify a specific natural person, whether in combination with other information or otherwise.

What is Sensitive Personal Data?

This is data consisting of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning a natural person’s sex life or sexual orientation.

What personal information do we collect?

When you become a member of the Ukrainian Youth Association of Great Britain, we will collect your name, address, date of birth and contact information such as telephone and an email address. We will also collect personal identifiable information from digital interaction with our website and our social media platforms that are registered with our website.

Way may where necessary, collect sensitive information for our camping activities.

How do we use your personal information?

We carry out various activities and processes which may include the collection and storage of personal data.

This applies to the following:

• Membership services
• Signing up to Newsletters
• Signing up to Email Communications
• Completing paper-based and online Contact Forms
• Completing Camping application, medical and day trip forms
• Completing Pysanka and Kolyada Collection forms
• To facilitate your membership status and role within our organisational structure.
• To facilitate the reward and recognitions of your membership contribution, including Ispyty (exams awards) and Leadership awards.
• Our Official Social Media platforms
• Third Party software i.e. Gmail and WordPress
• Financial transactions
• Organisational changes and auditing

In addition the above, we will also collect and store personal data through website visitation as follows:

Usage Data

We may also collect information how you use our website (“Usage Data”). This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

Tracking Cookies Data

We use cookies and similar tracking technologies to track activity. Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyse our Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some areas of our website including third party applications integrated with our website.

More information on website visitation is available in CYMnet’s Privacy Policy

What legal basis do we have for processing your personal data?

The legal basis for collecting and using the personal information described in this Privacy Notice depends on the personal data we collect and the specific context in which we collect it.

The Ukrainian Youth Association of Great Britain may process your Personal Data because:

• You have given us permission to do so
• For membership obligations
• The processing is in our legitimate interests and it’s not overridden by your rights
• For payment processing purposes
• To comply with the law

When do we share personal data?

All personal information that we collect is NOT SHARED with any other organisation and is used for the sole purpose of facilitating your membership with our organisation and the activities and events that we carry out.

How do we secure personal data?

The security of your data is important to us and we are committed in ensuring that your information is secure. We have guidelines, processes and procedures that all our member volunteers adhere to. We constantly review the way we securely store your data and where changes are identified, these are implemented with revised guidelines and training for our volunteers.

All personal data that we hold and store is restricted and is only accessed by volunteers that have authorisation access. Personal data is only accessed when required and will be destroyed confidentially.

Personal data processed from website visitation (CYMnet) and email communications is transferred outside the EU to the US and our Service Providers are GDPR compliant.

Links to other websites

CYMnet may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

How long do we keep your personal data for?

We will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to facilitate your membership with us, to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws and regulations.

We will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer time periods.

Your rights in relation to personal data

We respect your rights as data subjects to have access to your data and to control how we use your personal data. This means you can exercise your rights in the following ways:

• Access to personal information
• Correction and Deletion of personal data
• Withdrawal of consent (if processing data on condition of consent)
• Data portability
• Restriction of processing and objection
• Lodging a complaint with the Information Commissioner’s Office

There may be occasions where data subjects’ rights may be limited, such as data which we are required to keep by law or where the request may expose personal data about another person.

All data subject requests will be completed within 30 days and can be requested by contacting us at dpo.gb@cym.org

How to Contact Us

We would encourage you to read our privacy notice in full and if you have any questions or concerns about our privacy notice, then please contact us at dpo.gb@cym.org