United Kingdom Literacy Association (UKLA)
Privacy Policy
1. Introduction
The United Kingdom Literacy Association (UKLA) respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, and store your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to all personal data processed by UKLA, including data collected through membership, events, publications, or communications.
2. Definitions
Charity means the United Kingdom Literacy Association (UKLA), a Charitable Incorporated Organisation (CIO).
UK GDPR means the General Data Protection Regulation as it forms part of UK law by virtue of the European Union (Withdrawal) Act 2018, as amended by the Data Protection, Privacy and Electronic Communications (Amendments etc.) (EU Exit) Regulations 2019.
Data Protection Act 2018 means the UK legislation that supplements and applies the UK GDPR.
Responsible Person means the Director or other designated individual responsible for ensuring compliance with this policy.
Register of Systems means a record of all systems, processes, and contexts in which personal data is processed by UKLA.
Sheep Membership Portal means the online platform used by UKLA to manage member data, renewals, and communications.
3. Data Protection Principles
UKLA processes all personal data in accordance with the following principles under Article 5 of the UK GDPR.
Personal data shall be:
1. Processed lawfully, fairly, and transparently in relation to individuals;
2. Collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes;
3. Adequate, relevant, and limited to what is necessary;
4. Accurate and, where necessary, kept up to date;
5. Kept in a form which permits identification of data subjects for no longer than necessary; and
6. Processed securely using appropriate technical and organisational measures.
4. What Data We Collect
UKLA may collect and process the following categories of personal data:
– Name, title, and contact details (address, email, phone number);
– Membership and payment information;
– Professional details such as job title, employer, and interests;
– Communication preferences;
– Records of event attendance, publications, or research engagement; and
– Information required for fulfilling contractual or legal obligations.
We do not collect sensitive personal data unless required and explicitly consented to.
5. How We Collect Data
We collect personal data when you:
– Join UKLA as a member via the Sheep Membership Portal;
– Register for events, conferences, or workshops;
– Subscribe to newsletters or publications;
– Submit an enquiry, nomination, or award entry; or
– Interact with us through our website, social media, or other communication channels.
6. Lawful Bases for Processing
All personal data processed by UKLA must have a lawful basis. These include:
– Consent – where you have given clear consent for processing (e.g., to receive communications).
– Contract – where processing is necessary for the performance of a contract (e.g., membership or event registration).
– Legal Obligation – where processing is required by law.
– Legitimate Interests – where processing is necessary for the legitimate purposes of the charity, provided your rights are not overridden.
Where consent is relied upon, you may withdraw it at any time by contacting secretary@ukla.org.
7. Data Sharing and Third Parties
UKLA only shares data with trusted third-party providers as necessary for the effective running of the charity, such as:
– Sheep Membership Portal (membership management)
– Payment processors for handling membership and event fees
– Mailing and communication platforms for newsletters and updates
All third-party processors are bound by written data processing agreements and must comply with the UK GDPR.
Your personal data will never be sold to third parties.
8. Data Minimisation and Accuracy
UKLA ensures that all personal data collected is adequate, relevant, and limited to what is necessary for our activities.
Reasonable steps are taken to keep data accurate and up to date. Individuals may request correction of inaccurate or incomplete data at any time.
9. Data Retention
UKLA will not retain personal data for longer than necessary. Retention periods are set out in our data retention schedule and reviewed annually.
Sheep Membership Portal: Personal data held within the Sheep membership portal will be retained for two (2) years after a member’s account becomes inactive or after membership lapses, unless a longer period is required by law. After this time, the data will be securely deleted or anonymised.
10. Security
UKLA ensures that all personal data is stored securely and protected from unauthorised access, loss, or misuse.
Measures include:
– Restricted access to authorised personnel only;
– Use of modern, secure software systems kept up to date;
– Encryption and secure password practices; and
– Regular data backups and recovery planning.
All third-party providers used by UKLA, including the Sheep Membership Portal, are required to maintain appropriate security standards.
11. Your Rights
Under the UK GDPR, you have the following rights:
– To access the personal data we hold about you;
– To request correction of inaccurate data;
– To request erasure of data (“the right to be forgotten”);
– To restrict or object to processing;
– To data portability; and
– To withdraw consent at any time (where applicable).
To exercise any of these rights, please contact secretary@ukla.org.
If you are dissatisfied with our handling of your data, you also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.
12. Data Breaches
In the event of a data breach, UKLA will:
– Assess the risk to individuals’ rights and freedoms;
– Notify the ICO within 72 hours where required; and
– Inform affected individuals where there is a high risk to their rights or freedoms.
All breaches, whether reportable or not, will be recorded.
13. Policy Review
This Privacy Policy shall be reviewed annually or whenever significant changes occur to UKLA’s data processing practices, systems, or legal requirements.
Last reviewed: Nov, 2025
Next scheduled review: Nov, 2026
14. Contact Information
For questions, data requests, or to exercise your rights, please contact:
Responsible Person (Data Protection Lead): Meg Goulter
United Kingdom Literacy Association (UKLA)
Email: director@ukla.org