9-2-3 Jobs Limited
Privacy Notice: 9-2-3 Book Club
9-2-3 Jobs Limited (“9-2-3” or “we”) considers the privacy and security of your personal information to be very important. We are committed to protecting your privacy; we’ll only process your personal data where it is fair to do so, and to the extent that it is necessary for us to arrange and host 9-2-3 Book Club events and activities. If you would like to discuss this further, or have any questions, please don’t hesitate to contact us using the contact details set out at the bottom of this privacy notice.
In Annex 1 to this privacy notice, we explain what we mean by “personal data”, “processing”, “special category personal data” and other terms used in the notice.
What personal data do we process?
The personal data we process may include:
Basic contact details. These may include your name and email address, and the address of other social media accounts which you may hold;
Records of conversations with you. These may include, for example, records of our conversations with you about your preferences for the type of books we suggest for the 9-2-3 Book Club, your preferences for the type of author talks we arrange, and your preferences for dates, days or times of 9-2-3 Book Club events;
Records of your intended/attendance at or participation in 9-2-3 Book Club events. We would like to ensure that participants at our events have the opportunity to take part fully and join in conversations without feeling intimidated. We therefore think it’s a good idea to limit the number of attendees. On that basis, we will need to process information about whether or not you wish to attend particular 9-2-3 Book Club events, whether you attend, and/or whether you would like to be placed on a waiting list in case a space becomes free;
Your image and/or voice. We are intending that virtual 9-2-3 Book Club events will be held using video conferencing software from time to time. Whilst of course no participant is obliged to speak or to turn their video camera on, or share their voice or image, we are envisaging that some people will prefer to do so. If you wish to join events verbally and/or using your video camera, then the personal data contained in your voice and/or image will also be processed by us. We would also note that from time to time, such events may be recorded (for example, those involving author talks);
Any other information you wish to share as part of the 9-2-3 Book Club discussion; and
Special category personal data. Whilst relatively rare, it is possible that you may from time to time wish to share special category personal data as part of a book-related discussion at a 9-2-3 Book Club.
From where do we source this personal data?
The personal data which we process is obtained from you. We may obtain your personal data from telephone calls and other conversations between you and our team members, from emails which you send to us, and from information which you share with us via our social media pages, the messaging function of social media channels, or our website. As we are electronically hosting the 9-2-3 Book Club virtual events, and arranging for the participants to hear each other, we may also be processing personal data which you choose to share as part of any discussion at such events. If any event is recorded then of course we will make that very clear to all attendees in advance of any discussion.
For what purposes will we process your personal data?
We may process your personal data for the purposes of:
1. Publicising, arranging and hosting 9-2-3 Book Club events. We may process your personal data for the purpose of publicising, arranging and hosting book related discussions and/or author talks as part of the 9-2-3 Book Club. This may include information about whether or not you are able to attend such events and/or whether you would like to be placed on a waiting list if all available places have already been taken, as well as any information you choose to share as part of the discussion at any such event.
2. Communicating with you. We may process your personal data for the purpose of recording your preferences about the sort of events we hold, the sort of books we read at the 9-2-3 Book Club, and/or the days and times on which 9-2-3 Book Club events are held.
Who is the data controller in respect of the personal data processed by 9-2-3?
9-2-3 is the ‘data controller’ of this information; we decide what your personal information is used for, and the ways in which it is processed. Our contact details are set out at the bottom of this privacy notice.
On what legal basis does 9-2-3 process my personal data?
The legal basis on which 9-2-3 processes your personal information (including your special category personal information) is consent. If you wish to be removed from the mailing list for the 9-2-3 Book Club, then please do let us know at any time by contacting Helen Wright on helen@923jobs.com, and we will of course remove your details from the 9-2-3 Book Club mailing list immediately.
On what legal basis does 9-2-3 process special category personal data about you?
If we process special category personal data about you (for example, on the rare occasions when you might choose to share such special category personal data as part of the discussion at a 9-2-3 Book Club event), it will only be because you have chosen to offer that information in the discussion and have consented. We would not usually record such discussions; we are only “processing” the data in the sense that we are the electronic hosts of the event, making the voices of each participant available to all other participants. However, if we were to record any such discussion or event (for example, an author talk), we would of course notify all participants of this in advance.
For how long will we retain your personal data?
In general, we will keep your personal data relating to your interest or participation in the 9-2-3 Book Club and its events for an initial period of 3 years after you either:
1. Ask to be added to the 9-2-3 Book Club mailing list;
2. Join a 9-2-3 Book Club event; or
3. Request to join a 9-2-3 Book Club event, even if no spaces are available on that occasion.
We will then contact you:
(i) upon the expiry of this initial 3 year period; and
(ii) every 3 years thereafter
to ask whether you wish to renew your consent.
We would not usually record book-related discussions. If any recording takes place (for example, of an author talk), then it will always be made very clear to participants beforehand that such processing will take place. Any such recordings may be kept and (and therefore, any personal data contained within them processed) for up to 6 years.
With whom will your personal data be shared?
Your personal data may be shared with:
Other Participants in 9-2-3 Book Club events. We may share your name and/or voice and/or image with other participants at 9-2-3 Book Club events.
Other members of the public watching recorded author talks. We will always notify participants beforehand if any 9-2-3 Book Club event is to be recorded. If you choose to participate and make available any personal data or indeed any special category personal data in the course of the discussion at such a recorded event, then it may be made available to members of the public via our website and/or social media channels;
New business owners. If at any point in the future, 9-2-3 were to merge with or be acquired by another business or company, we may share your personal information with the new owners of the business or company and their advisors;
Third party suppliers of services to 9-2-3. These may include but are not limited to:
Software, database and cloud storage suppliers, including companies trading as Zoho, Google and Microsoft;
Squarespace Ireland Limited, our website and mailing list host and data analytics provider;
IT support providers; and
Our professional advisors.
We require minimum standards of confidentiality and data protection from these third party suppliers. The personal information which we collect may be transferred to and stored and processed in countries outside the UK where our third party service providers have operations, including the EEA and the United States. Where this is required by law, any international transfers of your personal information will be made pursuant to appropriate safeguards, such as the approved Standard Contractual Clauses.
What happens if you visit our website?
Please note that if you visit our website, www.923jobs.com, then we will collect and process additional personal data relating to you. For further details, including information about what personal data we collect from visitors to our website and the purposes for which we process it, please see our web visitors’ privacy notice (https://www.923jobs.com/privacy).
What rights do you have in relation to this processing of your personal data?
Your data protection rights include:
The right to be informed about the collection and use of your personal data;
The right of access to your personal data and the right to request a copy of the information we hold about you and supplementary details about it;
The right to have corrected any inaccuracies in the personal data we hold about you, including the right to update or add to the information we hold about you if you consider that it is incomplete;
The right to have personal data blocked, erased or destroyed in certain circumstances. For example, you might seek to exercise this right if we no longer needed to process your personal data for the purposes for which it was provided. This right is not absolute and we may not always be able to comply with your request, but please be assured that we will consider your request and our legal obligations in relation to it very seriously. More information about your right to have your personal data erased can be found here: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/;
The right to object to, or to restrict, the processing of personal data under certain circumstances. For example, you might seek to exercise this right if any of the information we hold about you is inaccurate. This right is not absolute and we may not always be able to comply with your request, but please be assured that we will consider your request and our legal obligations in relation to it very seriously. More information about your right to object to our processing of your personal data can be found here: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-object/;
The right to object to the use of your personal data for direct marketing purposes; if you let us know that you object to this use of your personal data, then we will of course stop using it for this purpose immediately. You can exercise this right using the contact details set out below, but each direct marketing email which we send to you will also contain a link to enable you to stop receiving such communications;
The right to receive any information we hold about you in a machine-readable, structured, and commonly-used format. You can also ask us to send this information directly to a third party organisation if you would prefer to do so. This right only applies in certain circumstances; for example, it will only apply to personal data in relation to which we have clearly requested, and you have given, your consent for processing;
The right to withdraw consent. Where we have requested your consent to carry out any processing of your data, you can of course withdraw your consent at any time;
The right to complain to the Information Commissioner’s Office (the “ICO”). If you have a concern about the way 9-2-3 has processed your personal data, you are entitled to lodge a complaint with a supervisory authority. In the UK, the supervisory authority is the ICO, which can be contacted at: https://ico.org.uk/concerns/.
Further information about these rights generally is available at: https://ico.org.uk/for-organisations/guide-to-data-protection/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
We’re sure that you will understand that we may require evidence of your identity before we are able to act on any request made in relation to the above rights.
Who should you contact if you wish to exercise your rights in relation to, or for further information about, this processing of your personal data?
If you would like to proceed in exercising these rights, or for further information about our processing of your personal data, please contact Louise Arnold on 07967 205099 or louise@923jobs.com.
Updates to the 9-2-3 privacy policy
This privacy policy may be changed by 9-2-3 at any time. If from time to time we make any changes to this privacy notice which will affect our processing of your personal data, we will notify you by email.
9-2-3 Jobs Limited