Introduction
The Worshipful Company of Actuaries and the charitable entity The Worshipful Company of Actuaries Charity (charity number 1199721) are committed to respecting and protecting your personal data.
This policy explains who The Company and the Charity are, what personal data (“Data”) they collect, how it is used, information on your rights, and how you can contact them. The way The Company and the Charity are able to process personal data is governed by the General Data Protection Regulations (GDPR) and Data Protection Act (DPA) 2018.
Who is collecting data
The Worshipful Company of Actuaries (incorporated by Royal Charter on 10-Sep 1979) is a Livery Company of the City of London, 91st in order of precedence.
For the purposes of UK data protection law, the Clerk of The Worshipful Company of Actuaries and the Treasurer of The Worshipful Company of Actuaries Charity are the Data Controllers respectively of all personal data sent to The Company and the Charity.
How personal data is collected, used and stored
When you contact The Company or the Charity you may provide personal data to enable them and their office or representatives to respond. The Company and the Charity take the security of your data extremely seriously. Your data will be stored in a secure manner. Access to your personal data will be limited to the Company and the Charity and members of its staff and committees for the purpose of dealing with your communication and maintaining office records.
The Company and the Charity may use information held about you in the following ways:
- To ensure that content from this website is presented in the most effective manner for you and for your computer.
- To provide you with relevant information of a type that you request or which the Company and the Charity feel may interest you.
- To carry out the requirements of any contracts or agreements entered into between you and the Company and the Charity.
- To allow you to use the interactive features of this website, when you choose to do so.
- To notify you about changes to this website’s service.
- To notify you about information pertaining to the Company and the Charity, the City of London, the Sheriffs and Mayoralty, City of London elections and events and services, Livery Companies, and communications from those working for the Company and the Charity.
Types of Personal Data Collected
Personal data collected may include:
- Postal Address
- Email Address
- Phone Number
- Your title, full name, other contact information, job title, company or employment affiliation, or City of London or Livery activities.
If you contact The Company or the Charity, they may keep a record of that correspondence, including any information provided or required relating to your communication, enquiry or issue.
Who your data may be shared with
When in communication with you, it may be necessary for The Company and the Charity to share the personal data you provide with government departments, local authorities and other public bodies. The Company and the Charity will only share as much information as is necessary to take your communication forward.
Other than in the circumstances above, The Company and the Charity will not share your personal data with other organisations or individuals without your explicit consent.
How long your data may be kept
The Company and the Charity will only keep your personal information for as long as it is necessary to fulfil the purposes described in this policy. The Company and the Charity will retain your data for up to five years after your communication has been closed in case you get in touch again.
GDPR & the legal basis for processing your data
Under GDPR personal data can only be processed using a lawful basis defined by the Information Commissioner’s Office – see this link: Article 6 - see https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/
The Company and the Charity will process your data using the lawful basis of consent. Your data will be retained under the legal basis of Legitimate Interests (Article 6(f)) for example for the purpose of managing your communication and concerns effectively.
Special Category Data
It may be that you disclose to The Company and the Charity personal data which can be classified as special category data https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/lawful-basis-for-processing/special-category-data/ under GDPR. This could include information related to ethnicity, health, sexuality, race, or faith. Under GDPR this data can only be processed using a lawful basis under Article 6 and a condition of processing defined in Article 9. The Company and its Charities will process such data under Article 6(a) (Consent) and Article 9(a) (Consent).
What your rights are
You have several rights in relation to your data and can choose how it is used. You can:
- Obtain copies of the data held about you (known as a “subject access request”)
- Request that we correct or update any data held about you
- Withdraw your consent and ask that we delete your data or restrict the ways in which we use your data
- Request that data you have given your consent for us to use is provided in an electronic format so it can be transferred to another data controller (known as “data portability”)
- Opt-out of receiving further communications from us via any medium at any time.
You also have the right to make a complaint directly to the Information Commissioner’s Office. They can be contacted at: https://ico.org.uk/global/contact-us/ and concerns can be also logged via: https://ico.org.uk/concerns/ .
Contact us
If you would like more information on any of the above, or have any questions about this policy, then please contact our data protection representatives by emailing clerk@actuariescompany.co.uk or charity@actuariescompany.co.uk as relevant.
Changes to this Privacy Policy
The Company and the Charity keep this privacy policy under regular review and as such it may be updated from time to time so you should check it each time you submit personal information to us. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use this website to submit personal information to us. If material changes are made to this privacy policy we will notify you by placing a prominent notice on our website.
Updated: 20 June 2024