Privacy Policy

 The Harkness Fellows Association and Transatlantic Trust, is a company limited by guarantee, registered in England and Wales, no 4168003, and a registered charity no 1088426

 Generally known as The Harkness Fellows Association (HFA) , it is a not-for-profit organisation that only processes information necessary to establish or maintain membership or support; only processes information necessary to provide or administer activities for people who are members of the organisation or have regular contact with it; only holds information about individuals whose data we need to process for this purpose, and the personal data we process is restricted to personal information that is necessary for this purpose.

The HFA takes privacy seriously. We will never sell your data to any third party nor will we share your details with other entities for marketing purposes.

 Data controller

 The data controller is the Harkness Fellows Association, represented by its appointed administrator, the Association of Commonwealth Universities, Woburn House, 20-24 Tavistock Square, London WC1H 9HF, UK.

 Purpose of processing

The information you provide as a HFA member, or as one of those who receive information from us, and for those when applying for membership or joining our mailing list, will be used in the following ways:

  • To administer those who are members and also those on our data base to receive our newsletter and notices of meeting and events,
  • To verify that you are eligible for membership: we cannot process applications without the information requested in the joining form.
  • To contact you with the outcome of your application
  • To administer your membership, should you be successful; and
  • To collate statistics and to conduct research (although in these circumstances no information that could identify you as an individual will be published).

Legal basis for processing

The legal basis for processing your data is the Harkness Fellows Association’s legitimate interests.

Legitimate interests

HFA’s legitimate interests are the provision of membership services and advancing education for the benefit of the public, particularly through the organisation of talks and events covering a wide range of topics.

 Data recipients

Your data may be shared with HFA’s Committee, and service suppliers, in particular the ACU, who provide HFA with administrative support.

 Data transfers

Your data will be processed by the ACU and possibly by other third parties.  Your data will be protected in accordance with the General Data Protection Regulation 2016/679 of the European Union.

 Retention

If your application for membership is unsuccessful your data will be retained for 2 months from the date HFA received it, and then deleted.

If your application is successful your data will be retained throughout your HFA membership, and then for two years after the last date of your membership.

 Your rights

You have the following rights:

  • To be informed, which is the purpose of this Privacy Notice
  • To obtain a copy of your personal data. There is no fee for this unless you make repeated requests for the same data. We will provide your data as soon as possible
  • To have your personal data rectified if it is inaccurate or incomplete – at most within one month.
  • To have processing of your data restricted or stopped if you contest its accuracy, object to its processing. In such cases processing will be restricted until the matter is resolved.  We will inform you of that resolution.
  • To object if you consider you have grounds relating to your particular circumstances.
  • To complain about the way we have processed your personal data, you can contact the Information Commissioner’s Office, the statutory body which oversees data protection law – www.ico.org.uk/concerns –  email casework@ico.org.uk

 Distribution of Information

HFA operates two mailing lists.  One is for newsletters, which are circulated twice a year starting in 2018. The other is for events, which are usually based in London; there are about 6 events each year.