Privacy Policy

The Data Controller of the information being collected is: Tong Recreation Association. For any queries or concerns about how your personal data is being processed you can contact us.

Photographs and Videos

This process concerns our arrangements to take, store and display photographs and videos of students for promotional and marketing purposes.

The processing includes:

• Promotion of The TRA by way of collecting, publishing and sharing details of student experiences and photographs of students.

• This publication may include online publication, production of printed materials and sharing with other organisations.

• The use of these materials would be without payment and The TRA would retain copyright of the materials collected and shared.

Your information will be used for the following purposes:

Purpose 1: Promotion and Marketing

Photographs and video material are shared to promote and market the work of The TRA. This may include:

• Sharing material from events and activities on local websites and social media platforms

• Sharing photographs from learning and teaching activity to raise awareness of the TRA’s work on social media

• Using images in advertising or promotional materials such as leaflets, brochures, posters and banners

• Producing and sharing promotional films and videos

Purpose 2: Consent management

Keeping details of the consent you have given

Our legal reason to use the data is: You have given consent for the use

As you have given consent, you have the right to withdraw your consent. However, please be aware that some of these processing purposes involve publishing your personal data and it is not always possible to reverse publication once it has, or is in the process of, occurring. For example, if your data is printed in a published prospectus, then The TRA will not be able to reverse this publication or withdraw your data from the public domain. Similarly, if your data is published on a website, then other individuals may collect and reuse this data outwith the control of The TRA. The above examples are not exhaustive. With this in mind, please consider the warning above carefully before giving your consent.

Your data will, or may, be shared with the following recipients or categories of recipient:The Tong Recreation Association 

Media organisations or other organisations who will use the information for the purposes of promoting or reporting on The TRA. For example, but not limited to; local or national newspapers, media organisations, radio stations, local or national government or government bodies, tourism bodies. Many organisations will have a journalistic reason to report on The TRA matters, The TRA may be asked for comment or to provide materials relating to the TRA, including your data, for research or journalistic purposes,including publication. The data collected may be passed to these organisations for reporting or promotional purposes, including publication.Other organisations may have a reason to report on, or promote The TRA, including publication. The TRA may pass promotional materials, including your data, to these organisations for their reporting or promotional purposes.

Social Media and website hosting companies - In order to publish promotional material, including your data, online The TRA uses both its website and its social media accounts.

These social media accounts may include, but will not be limited to: 1) Facebook 2) The TRA Website

Your data will be retained for the following length of time:

No longer than five years from the end of the year in which the data is collected. For example, if your data is collected in February 2022, then your data would be deleted at the end of 2026/27. Images and videos that have been shared on websites, social media platforms and in promotional materials, evaluation reports and the end of project film will be in general circulation. Consent forms will be retained for 6 years after the end of the academic year in which the consent was taken.

International data transfer and publication

The UK GDPR restricts the transfer of personal data to countries outside the UK, or international organisations. This restriction is in place because once data is transferred in this way it may not be subject to the UK GDPR and you will lose the ordinary UK GDPR protections (protections and rights) for your data once it has been transferred. Once the data has been transferred it may be subject to other local data protection laws in the receiving country – or no data protection law at all if no such law exists in the receiving country. It is, therefore, very important for you to be informed that your data will be transferred in this way and important that you read and understand the information provided to make sure you are making a fully informed choice when deciding whether or not to consent to the proposed international data transfer.The TRA propose to share your data with some service abroad, such as social media platforms, and to publish your data in other ways. Once data has been published in the public domain it is very difficult, and often impossible, to retract and/or contain.

International data transfer - The proposed international transfer.

1. Share your data with companies based outwith the UK for the purposes of publishing your data online the TRA website and social media platforms

2. Publish your data online where it can be accessed from any other country in the world

3. Publish your data in hard copy, noting that these publications can be transferred to any other country or otherwise reproduced and transferred to any other country.

4. Share your data with organisations that may be established outwith the UK or rely on services based outwith the UK and who may publish your data online or in hard copy.

This international transfer takes place subject to the following exceptions or safeguard being in place to allow the international transfer: You have given explicit consent for the international transfer.

International data transfer - The identity of the receiver, or the categories of receiver & the country or countries to which the data is to be transferred.

The ICO explains that putting personal data on to a website will often result in a restricted transfer. The restricted transfer takes place when someone outside the UK accesses that personal data via the website. In addition, The TRA will be deliberately making international transfers by transferring your data to companies outwith the UK such as social media platforms (see the ‘Your data will, or may, be shared with the following recipients or categories of recipient’ section of this privacy notice for a full list of potential recipients, noting that some or all of these may publish your data themselves).The data will be made available on a public-facing websites and published in hard-copy materials meaning any individual, in any country or territory in the world, will be able to access the data.This means that you and The TRA will not know who has accessed your data on the website.

Why are The TRA planning to make the transfer?

The purpose of the international transfer is: The promotion of, and reporting on, The TRA

The purposes are set out fully in the ‘This privacy statement relates to the following process’ and ‘Your information will be used for the following purposes’ sections of this privacy notice.

The TRA is choosing to meet this purpose in a way that require international transfers as the world now primarily relies on the internet and, in many cases, social media platforms for communicating and promoting goods and services. The TRA has strong evidence that potential stakeholders and the public choose to seek information about learning, research activity and projects at The TRA online and through social media.

International data transfer - The type of data to be transferred:

The personal data to be transferred will be: That data that is collected (a combination information or photographs of you, this may include your name and details of your engagement with the TR) under this privacy notice.