Data Use Policy

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DATA PRIVACY NOTICE – Created Aug 2016

Suffolk Lowland Search and Rescue, Charity number: 1091537

  1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

  1. Who are we?

Suffolk Lowland Search and Rescue (SULSAR) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

  1. How do we process your personal data?

SULSAR complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: –

  • To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
  • To administer membership records;
  • To fundraise and promote the interests of the charity;
  • To manage our volunteers;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform you of news, events, activities and callouts.
  • To share your details with the Suffolk Constabulary for the purposes of vetting for on call volunteer members.
  1. What is the legal basis for processing your personal data?
  • Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process gift aid donations.
  • Keep members informed of training and callouts.
  • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a memorandum of understanding with other emergency services (Fire, Police, RNLI, Medical or any emergency service we respond to)
  1. Sharing your personal data

Personal data will be treated as strictly confidential and will only be shared with other members of the organisation in order to carry out services according to our constitution. 

A member’s data may be shared with any of the emergency services and/or the coroner office. At the request of these offices if it is required for an operational incident. 

  1. How long do we keep your personal data?

We will keep members data while you are a member and for a period of one year after termination of their membership

  • In the case of gift aid declarations and associated paperwork for up to 3 years after the calendar year to which they relate.
  • All paper documents, emails and/or paper copies, on or in any SULSAR System (Where SULSAR is the Data controller), are removed and permanently deleted after 3 years. 
  • Search Data is kept for 5 years as a maximum but reviewed in conjunction with Suffolk Constabulary after 6 months, in line with our information-sharing agreement
  • If there is a specific requirement to keep records on file for the emergency services or coroner in relation to a specific search operation where a member or member of the public is personally involved, we may retain this information until such time as it is reviewed and deemed unnecessary. 


  1. Your rights and your personal data


Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

  • The right to request a copy of your personal data which SULSAR holds about you;
  • The right to request that SULSAR corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for SULSAR to retain such data;
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioners Office.
  1. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. 

  1. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the SULSAR Membership Secretary via email . Or in writing to;

Suffolk Lowland Search and Rescue
1 Stag Park, Old A45, Woolpit, IP30 9FX

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.