GDPR & Data Protection Policy
Ballybofey & Stranorlar Chamber of Commerce — Version 1.0
1. Introduction
Ballybofey & Stranorlar Chamber of Commerce (“the Chamber”) is committed to protecting and respecting the privacy of all members, partners, stakeholders, volunteers, sponsors and website users.
This policy outlines how we collect, use, store and protect personal data in accordance with:
- General Data Protection Regulation (GDPR)
- Data Protection Acts 1988–2018
- Applicable Irish and EU data protection legislation
The Chamber recognises the importance of handling personal information responsibly, transparently and securely.
2. Organisation Details
Ballybofey & Stranorlar Chamber of Commerce
The Base, Railway Road, Stranorlar, Co. Donegal
3. What Information We Collect
The Chamber may collect and process the following information:
Membership Information
- Name
- Business name
- Postal address
- Email address
- Telephone number
- Website/social media details
- Membership payment records
Event Information
- Event registrations
- Attendance records
- Dietary or accessibility requirements
- Event photography/video content
Website Information
- Contact form submissions
- Newsletter sign-ups
- Website analytics/cookies
Financial Information
- Membership invoices
- Sponsorship records
- Payment confirmations
4. How We Use Your Information
The Chamber uses personal data for legitimate business and organisational purposes including:
- Managing Chamber membership
- Processing membership payments
- Communicating with members
- Promoting Chamber events and initiatives
- Sharing business opportunities and updates
- Managing sponsorships and partnerships
- Improving Chamber services and communications
- Meeting legal, financial and governance obligations
We will only use personal data where we have a lawful basis to do so.
5. Legal Basis for Processing
The Chamber processes personal data under one or more of the following lawful bases:
| Lawful Basis | Purpose |
|---|---|
| Consent | Marketing emails, newsletters, photography |
| Contract | Membership administration |
| Legal Obligation | Financial and accounting records |
| Legitimate Interest | Chamber communications and member engagement |
6. Marketing & Communications
Members and contacts may receive:
- Chamber newsletters
- Event invitations
- Business updates
- Promotional communications
- Notices relating to Chamber activity
Recipients can opt out of marketing communications at any time by:
- Clicking unsubscribe where applicable
- Contacting the Chamber directly
The Chamber will never sell personal data to third parties.
7. Photography & Media
Photographs and videos may be taken during Chamber meetings, networking events and public activities for use in:
- Social media
- Chamber publications
- Website content
- Press releases
- Promotional materials
Individuals who do not wish to appear in photographs or videos should notify the Chamber in advance or at the event.
8. Data Sharing
The Chamber may share data only where necessary with:
- Service providers
- Website providers
- Payment processors
- Accountants/auditors
- Event partners
- Regulatory authorities where legally required
All third parties are expected to comply with GDPR obligations.
9. Data Storage & Security
The Chamber takes appropriate technical and organisational measures to protect personal data against:
- Unauthorised access
- Accidental loss
- Misuse
- Disclosure
- Alteration
Information may be stored:
- Electronically
- In secure cloud-based systems
- In password-protected files
- In limited paper records where necessary
Access to personal data is restricted to authorised Chamber personnel only.
10. Data Retention
Personal data will only be retained for as long as necessary for:
- Membership administration
- Legal obligations
- Financial record keeping
- Operational requirements
When information is no longer required, it will be securely deleted or destroyed.
11. Your Rights Under GDPR
Individuals have the right to:
- Access their personal data
- Correct inaccurate information
- Request deletion of data
- Restrict processing
- Object to processing
- Withdraw consent
- Request data portability
- Lodge a complaint with the Data Protection Commission
Requests should be submitted in writing to the Chamber using the contact details below.
12. Cookies & Website Analytics
The Chamber website may use cookies and analytics tools to:
- Improve user experience
- Monitor website performance
- Understand visitor engagement
Users can manage cookie preferences through browser settings. A separate Cookie Policy may also apply.
13. Data Breaches
Any suspected personal data breach will be:
- Investigated promptly
- Documented appropriately
- Reported where legally required
The Chamber will take all reasonable steps to minimise any impact.
14. Policy Review
This policy will be reviewed periodically and updated where necessary to ensure ongoing compliance with GDPR and evolving best practice.
15. Contact Details
For GDPR or data protection queries, please contact:
Ballybofey & Stranorlar Chamber of Commerce
The Base, Railway Road, Stranorlar, Co. Donegal
Email: [email protected]