I’m a trustee
What information do you ask for?
When you become a Council member and are elected to the SUNI board you will give us your name, address, email address, phone number, mobile number, date of birth, place of birth, occupation, NI number, passport number, mother’s maiden name and various declarations (for fit and proper person, of consent to be a member, of willingness to be a director and trustee) and registrations (of any Interests and any other Directorships or trusteeships) as well as signing up to the Aims, Beliefs and Working principles of SU and the Statement of Ethos of SUNI if you have not already done so in another capacity.
Why do you need this information?
As a Trustee, you will be registered with Companies House and The Charity Commission for Northern Irelandas a Director of SUNI and they require much of the above data. We ask for the various declarations as part of our own good governance practices. Trustees are key representatives of Scripture Union who oversee and guide the direction of the movement, so we need to ensure that you are fully in accordance with the ethos and purposes of the organisation. We and other Council members need to keep in touch with you about Council meetings and other events and to keep you fully informed about the wider work of SUNI. In the event of a crisis, any council member may be contacted at any time in line with our Crisis Management Plan. Some Trustees may act as signatories on SUNI accounts, in which case our banks may need some of this information.
Who do you share my information with?
Your contact information can be accessed by our staff and relevant staff may hold basic contact details for you on their laptops or phones. Other Council members will have your contact details in order to keep in touch about Council business and to be able to contact you in the event of a crisis. Some of the details we send to Companies House and The Charity Commission for Northern Ireland will become public domain. The Charity Commission for Northern Ireland lists all directors’ names and other directorships. Anyone searching the Companies House website for SUNI can see each director’s name, correspondence address, date of birth, date of appointment to Council, nationality, country of residence and occupation; when you resign from Council, this information will continue to be listed, along with the date of your resignation. If you agree to be a signatory on an SUNI bank account then your details would be shared with the relevant bank. We use MailChimp to send out regular mailings: your name and email address are uploaded via their website each time we send out a mailing. (For more information on Companies House, The Charity Commission for Northern Ireland, the Ulster Bank, Filemaker and Mailchimp see our Third Parties section)
How is it kept secure?
The information you give us for registration with Companies House and The Charity Commission for Northern Ireland is held on the encrypted, passworded computer of the PA and then uploaded to their websites. Your personal contact details are held securely on the Filemaker database on our secure, encrypted server: this is only accessed by relevant, passworded staff as necessary. Any relevant staff holding your contact details will keep these on their passworded, encrypted laptops or on their phones. Signed declarations and statements are kept in a locked filing cabinet. They will also be scanned and held on our secure, encrypted server where only passworded staff with data responsibilities can access these records.
For how long do you retain my data?
As a Council member, your data will be held on Filemaker for as long as you serve as a Trustee. On stepping down from Council you will be asked if you wish to continue to receive mailings from SUNI as a prayer supporter. You can withdraw your consent for mailings at any time if you no longer wish to hear from us. However, for legal reasons we will not delete your information, it will be archived. As noted above, Companies House continues to display information relating to former as well as current trustees.