Date Published: August 17, 2021

Introduction

Short Moments understands that your information is important and in the wrong hands it poses a risk to your rights and freedoms. In order to help you protect your information this notice will explain what information we collect, why we collect it, what we do with it, how long we keep it for, who can access it and what your rights are.

This specific section of our Privacy Policy is an addition to the General Privacy Policy that can be found here and it includes in detail the processes that are relevant for staff.

 

What we need

In order to manage contracts and subscription agreements with 3^rd Party Suppliers:

• Name
• Email Address
• Phone Number
• Address
• Role Title
• Your Signature/Consent

In order to terminate contracts and subscription agreements with 3^rd Party Suppliers:

• Name
• Email Address
• Phone Number (at times)
• Address
• Age
• Content of your messages

In order to pay suppliers:

• Name
• Email Address
• Phone Number
• Address
• Role Title
• Financial Information
• Your Signature/Consent

 

Why we need it

We need to collect this information to:

Manage contracts and subscription agreements with 3^rd Party Suppliers – to research and purchase 3^rd Party services based on contractual necessity.

Terminate contracts and subscription agreements with 3^rd Party Suppliers – to terminate 3^rd Party services based on contractual necessity.

In order to pay suppliers – to fulfill financial commitment based on contractual necessity.

 

What we do with it

Manage contracts and subscription agreements with 3^rd Party Suppliers – we research for best services and create a comparison then with the Project Coordinator and Management Team decide to enter to the agreement of using specific services.

Terminate contracts and subscription agreements with 3^rd Party Suppliers – we consider if a contract needs renewal or can be ended when the services are no longer needed.

In order to pay suppliers – we pay suppliers in one-off payment or recurring payment in accordance to the contract.

At times we will transfer your data to another country, due to the global nature of our reach and operation.

We do not use automated decision making.

 

How long we keep it

Manage contracts and subscription agreements with 3^rd Party Suppliers – as long as the contract is active.

Terminate contracts and subscription agreements with 3^rd Party Suppliers – 1 year after termination of the contract.

In order to pay suppliers – 7 years in the US and 10 years in Sweden.

In special circumstances such as ongoing legal proceedings we may be required to retain your data until proceedings allow us to remove your data.

 

Who can see it

Manage contracts and subscription agreements with 3^rd Party Suppliers – Project Coordinator, Management Team, Relevant Service Team, Data Protection Department, Global Office Team, Accountant.

Terminate contracts and subscription agreements with 3^rd Party Suppliers – Project Coordinator, Management Team, Relevant Service Team, Data Protection Department, Global Office Team, Accountant.

In order to pay suppliers – Project Coordinator, Management Team, Global Office Team, Accountant.

 

How we protect it

Short Moments is GDPR compliant and according to these clear guidelines we respect and respect personal data. We educate trainers, staff and volunteers in data protection and information security. We use the services of a GDPR consultation company to support us to maintain high levels of data protection and information security.

 

What are your rights

• Request a copy of the data we hold on you. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Request that we correct or update the data that we hold on you. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Request that we delete the information we hold on you. If you wish to do this, then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Request that we keep your data but do not use it. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Request that we send a copy of your data to another organization. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Object to how we are using data. If you wish to do this then please send your request to [email protected] with subject line ‘subject access request’. Please be aware that we will use the email address you send from to communicate information regarding this but this email address will not be used for other purposes.
• Raise a compliant with the Information Commissioner’s Office about us. If you wish to do this, then please follow this link: https://ico.org.uk/concerns/
• Take us or the Information Commissioner’s Office to court.
• Withdraw consent to process your data at any time. If you wish to do this, then please send your request to [email protected].

Additionally, we must inform you of the following:

• If we suffer a data breach and your data is affected in a way that it poses a risk to your rights and freedoms.
• If we carry out your request to correct/update, erase or not use your data

 

Contact information

Contact Details for the controller of your data:

Short Moments Data Protection and Information Security Department [email protected] – we will respond to your inquiry within 24-48 hours.

Contact Details for the Data Protection Officer

DPO – [email protected] – we will respond to your inquiry within 24-48 hours.