Data Protection Policy
By using our websites, social media pages, or providing your information you consent to our collection and use of the information you provide in the way(s) set out in this policy. If you do not agree to this policy please do not use our websites, social media pages or services. We review our policy regularly and we may make changes to it from time to time. Any changes we make to the policy will appear on this web page and will come into effect straight away. This policy was last updated in August 2019.
Under the terms of the 2018 Act the Society will continue to hold and to use personal data relating to members.
Personal Data is defined as “any information relating to an identified or identifiable natural person (the Data Subject). A person is identifiable if they “can be identified, directly or indirectly, in particular by reference to an identifier such as name, an identification number, location data, an online identifier or to one or more factors, specifically the physical, physiological, genetic, mental, economic, cultural or social identity of that actual person”.
Such data would include names, dates of birth, addresses, telephone numbers and email addresses, classed as personal data; and can only be processed lawfully, fairly and transparently.
Processing is defined as: “Any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaption or alteration, retrieval, consultation, use, disclosure by transmission, determination or otherwise making available, alignment or combination, restriction, erasure or destruction”.
The Society will use your personal details solely to send the quarterly Bulletin to you (as either a print or a digital copy), to arrange renewal payments and to update you about Society activity and events. These purposes may involve the use of commercial email services which may be located outside the European Union. We will not share your personal details for any other purpose, or with other bodies or with other members without your permission.
The nominated Privacy Officer shall be the Honorary Secretary in post at any time and all communication will be sanctioned by that person, although the Bulletin Editor and Webmaster will frequently act in association. The Society will, at all times, endeavour to collect, use and disclose personal data only for the purposes that a reasonable person would consider appropriate for the administration and management of the Society.
Since a principal objective for all existing members joining the Society has been to receive the quarterly Bulletin, as either a physical copy or in digital format, then the purpose of inclusion of their postal and email addresses on the Application Form was well understood and accepted. For future members the Application Form now includes the phrase:-
General Data Protection Register. Submitting this form indicates your understanding that the Society will use your personal details solely to send the quarterly Bulletin to you (as either a printed or digital copy), to arrange renewal payments and to communicate with you about Society activity in an appropriate manner. We will not share your personal details with other organisations or other members without your permission.
Data shall be retained no longer than is necessary, and to a maximum of two years after a member leaves the Society.