Privacy policy
How we use your personal information
This privacy policy explains how O:pen collects, stores and uses your personal information.
Introduction
We collect and use your personal information in order to administer O:pen as an organisation, which includes developing, organising and promoting events and other initiatives and monitoring the diversity of our members and helping us to work towards our aim to connect and empower professionals of all sexualities and gender identities working in the pensions industry and create an inclusive and welcoming environment where individuals and firms can share career development and networking opportunities and support positive change for LGBTQ+ pensions professionals in the workplace.
We are committed, as data controller, to protecting your personal information. This statement tells you more about why we collect your personal information and how we use it.
Personal information that we collect
The types of personal information that we may collect and use include:
Your full name, address and contact details
Your date of birth
Your sexual orientation and/or gender identity
The organisation you work for and your role title in the organisation
The area of the pensions industry you work in
Your reasons for joining O:pen
Subjects or topics you are particularly interested in
Where does your personal information come from?
The personal information that we hold about you is provided by you when you choose to become a member or subsequently when you contact us and/or join one of our events or initiatives.
What do we do with your personal information?
The legal basis for us using most of your personal information is to enable us to carry out the stated objects of O:pen, which is to connect and empower professionals of all sexualities and gender identities working in the pensions industry and create an inclusive and welcoming environment where individuals and firms can share career development and networking opportunities and support positive change for LGBTQ+ pensions professionals in the workplace. We have a legitimate interest in using your personal information to help us obtain that aim.
We believe the best way to promote LGBTQ+ diversity and inclusion in the pensions industry is to share powerful positive messages about being LGBTQ+ in the sector and learning about the experiences of LGBTQ+ professionals within the industry. These messages will shape our understanding of how LGBTQ+ diversity and inclusion in pensions can be championed and improved. In order to help us build the most effective network, we need to monitor the diversity of our members and identify groups we are failing to represent. We also need to provide support and opportunities that meet the sexual orientation and/or gender identity of our members. To date we have not set out to collect or use special categories of personal information about O:pen members or volunteers (in particular information about sexual orientation and/or gender identity) but we may do so in future, seeking your express consent.
Sharing your personal information with other parties
Your personal information will not be shared with any third parties, other than as necessary to carry out the purposes at 4 above. Currently, your personal information is shared between the organisers of O:pen in order to enable them to fulfil the purposes described in section 4 above. This means your personal information can be stored on the IT systems used by the firms of where the O:pen organisers work and other IT systems used for the administration of O:pen such as EventBrite or other events management platforms. Please note that we may also share personal information with regulatory authorities where we are required by law to share personal information.
Your personal information may be shared outside the European Economic Area (EEA) (for example, if computer servers used by our providers are located or backed up in a country outside the EEA). Under data protection legislation, we can allow your personal information to be transferred outside the EEA if:
(a) the country to which your personal information is being transferred has been confirmed by the European Commission to provide adequate protection for personal information; or
(b) the entity that is holding your personal information has entered into a written contract which requires it to provide all protections to your personal information required by data protection legislation.
In the event that the UK is no longer part of the EEA, references in this section to the "EEA" should be taken to mean the EEA and the UK.
Further information about transfers of personal data outside the EEA can be obtained by contacting us at the address below.
How long do we keep your personal information for?
We will keep your personal information for so long as you are a member but we will retain it for a reasonable period thereafter in order to stay in touch with you as an alumni of O:pen.
Accessing and updating your personal information
Data protection legislation gives individuals the following rights in relation to personal information held about them:
individuals can ask what personal information is held about them and be provided with a copy;
if personal information held about an individual is incorrect, he or she can ask for it to be corrected;
individuals can ask for personal information about them to be deleted or for processing of that personal information to cease in certain circumstances, for example, where that information is no longer needed;
individuals can request that certain types of personal information held about them is sent to them, or another organisation, in a format that can be read by computer; and
individuals can withdraw their consent to how their personal information is being processed, where that processing is based on their consent.
Exercising these rights is subject to certain restrictions under data protection legislation. For further information about these rights, you should write to: the Organisers, O:pen, c/o Andy Lewis, Travers Smith LLP, 10 Snow Hill, London EC1A 2AL.
Complaints
If you are unhappy at any stage with how we are using your personal information, you have the right to lodge a complaint with The Information Commissioner's Office (www.ico.org.uk).
Changes to our privacy policy
This statement is subject to regular review and may be updated from time to time. We will tell you if we make any changes to how we use your personal information.
Contact us
If you have any questions about how your personal information is used, please feel free to contact us at the following address: The Organsiers, O:pen, c/o Andy Lewis, Travers Smith LLP, 10 Snow Hill, London EC1A 2AL.
October 2020