This Notice contains important information about how UKZ Chema Association in its capacity as an Association for Zimbabweans living in the United Kingdom, encouraging social cohesion and a desire for Zimbabweans to work together particularly in times of a bereavement.
You should read this Notice carefully and raise any questions you may have with compliance@ukzchema.co.uk.
UKZ Chema Association will update this Notice from time to time to reflect any notable changes in the categories of personal data which it processes.
This privacy policy only covers the website at https://www.ukzchema.co.uk/, web pages and mobile application linked to the website. By submitting your data you consent to the use of that information as set out below.
Personal and confidential data means information which identifies you and relates to you as an individual. UKZ Chema Association will collect, use and store your personal data as may be necessary to process membership applications and claims. We have set out below the main categories of personal data which we process:
The list set out above is not exhaustive, and there may be other personal data which UKZ Chema Association collects, stores and uses that may be passed to us via the claims process.
By virtue of registering and submitting your personal information to UKZ Chema Association and accepting to use UKZ Chema Association services, you consent to have your personal information processed by UKZ Chema Association. UKZ Chema Association has a Non-Disclosure Agreement with any agencies where we will not disclose or pass your personal information to any third parties unless if it is a legal requirement or they are our partners and it serves to meet our mandate with you.
The majority of the personal data which we process will be collected directly from you.
This will be retained and processed for the purpose of your membership.
The personal data to be provided by you is mandatory in connection with our membership processes. Failure to provide mandatory personal data may affect our ability to accomplish the purposes stated in this Notice, including considering your claim for a death.
(a) Matching your profile and documentation provided for a claim.
The primary purpose for processing your personal data is to match your details with documentation provided when you make a claim.
(b) Background Vetting
UKZ Chema Association considers it owes a duty to its members and their nominees to ensure that it maintains the highest standards of honesty and integrity when registering individuals as members. As a result, it is UKZ Chema Association’s policy to only accept members that are registered and compliant with the terms and conditions of the Association.
This list is not exhaustive, and UKZ Chema Association may undertake additional processing of personal data in line with the purposes set out above.
(c) Administering the members profile and data
UKZ Chema Association will use personal data to administer the members and this will include using personal details to:
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you and decline a claim.
UKZ Chema Association only uses your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Certain categories of data are considered “special categories of personal data” and are subject to additional safeguards. UKZ Chema Association limits the special categories of personal data which it processes as part of the data administration process as follows:
UKZ Chema Association is committed to providing equal opportunities for all of its members and from time to time it will process information relating to ethnic origin, race, nationality, sexual orientation and disability, alongside information relating to gender and age, for the purposes of equal opportunities monitoring.
(a) Access and Storage
Documents containing your personal data will be accessed and stored by the following individuals: executive members of the board for the purposes of fulfilling our obligation to you.
In all cases, UKZ Chema Association takes appropriate steps to ensure that the documents are stored securely (whether in hardcopy or softcopy) and that access is restricted only to those executive members with a legitimate purpose.
(b) Transfer to third parties
Data held by UKZ Chema Association may be transferred to third parties in partnership with UKZ Chema Association for purposes of processing and in line with providing you with the elements of services described in our mandate to you. We do not have contracts in place with any partners we can share information with. If that happens UKZ Chema Association will ensure strict confidentiality and restricted further data sharing or use out of the scope of our mandate. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct. They will not use your personal information for marketing or research purposes.
UKZ Chema Association may contact you for the purposes of carrying out surveys into the Association’s performance.
There is no requirement for you to complete the surveys and a facility to opt out will be provided upon receipt of the first communication.
(c) Retention of personal data
UKZ Chema Association only retains personal information relevant to the ongoing process of honouring and dealing with claims.
In the event that you stop using UKZ Chema Association services, any information we hold of you will be retained for a maximum period of no longer than 6 months in order to deal with any queries or issues relating to your profile, following which it will be destroyed.
Any third parties that your data has been shared with will be advised that your profile with us has been destroyed within 3 months of this.
UKZ Chema Association will always seek to process your personal data in accordance with its obligations and your rights.
In certain circumstances, you have the right to seek the erasure or correction of your personal data, to object to particular aspects of how your data is processed, and otherwise to seek the restriction of the processing of your personal data. You also have the right to request the transfer of your personal data to another party in a commonly used format. If you have any questions about these rights, please contact compliance@ukzchema.co.uk.
You have a separate right of access to your personal data processed by UKZ Chema Association. You may be asked for information to confirm your identity and/or to assist UKZ Chema Association to locate the data you are seeking as part of UKZ Chema Association’s response to your request. If you wish to exercise your right of access you should set out your request in writing to compliance@ukzchema.co.uk using the details set out below.
Finally, you have the right to raise any concerns about how your personal data is being processed with the Information Commissioner s Office using the following contact details: compliance@ukzchema.co.uk.
UKZ Chema Association has appointed a Data Protection Officer to oversee compliance with this Notice and to deal with any questions or concerns. If you would like further information about the matters set out in this Notice, please contact the Data Protection Officer.
The contact details for your Data Protection Officer are set out below:
Alexander Murindagomo
Data Protection Officer
compliance@ukzchema.co.uk
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