Summary
With the General Data Protection Regulation (GDPR) coming into force on 25th May 2018 we have reviewed the Society’s Privacy Policy and Procedures. The data we hold is members’ names, contact details (postal addresses, email addresses and telephone numbers), dates of joining, and records of subscription payments and donations. These are kept on the Membership Secretary’s personal computer. We also hold a manual register of meeting attendance which is kept by the Membership Secretary or the Chairman.
The data we hold is used solely to support membership benefits, which include invitations to meetings, events and similar, and for the circulation of the Society’s newsletter. You can opt out of receiving particular types of information if you wish to do so. We do not share data within or outside of the Society, and when circulating information by email we use automated software or blind copies to ensure email addresses are not shared.
Under the Policy you have the right to ask to see the personal data we hold on you and also to request its correction or deletion. The Policy is detailed below and you can also find it on our website.
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Introduction
The Society’s Privacy Policy and Procedure is compliant with the General Data Protection Regulation (effective 25th May 2018). We ensure all personal data provided by our members is held safely and that only data necessary to achieve our aims is retained.
What data is held?
We hold individual members’ names, contact details (postal addresses, email addresses and telephone numbers), dates of joining, and records of subscription payments and donations. We also maintain a register of attendance at our meetings and events.
How is the data held?
Members’ details are kept electronically on a spreadsheet (database) held on the Membership Secretary’s personal computer. The data is transcribed from membership application and renewal forms.
A written register of attendance at regular meetings is held in a log book that those attending sign at the start of each meeting. This log book is held by the Chairman or the Membership Secretary.
Why do we hold the data?
We hold this data so that we can contact members by post, email and telephone to advise them of forthcoming meetings, events and snippets of local interest; to send subscription renewal information and membership cards, and for the circulation of the Society’s newsletter. This is a core part of your membership but you can opt out of receiving particular types of information if you wish to do so – please contact the Membership Secretary to arrange this.
How do we handle the data?
We do not share personal data with other Society members or with external bodies. We explicitly do not pass the membership database to any third party for marketing activities.
Members who wish to contact other members should address their communication via the Society’s Membership Secretary who will normally forward it for the member to consider whether to enter into dialogue.
Records of members who die, resign, or allow their membership to lapse are removed from our database after six months unless there is a legal requirement to retain the information (this is unlikely to apply to most members but may apply to those who have been members of the Executive Committee).
Can I view my personal information and ask for it to be corrected or deleted?
Yes, you can ask to see the data we hold on you at any reasonable time, and we will endeavour to promptly correct any errors you identify or act on requests to delete it. Please address any requests to the Membership Secretary.
Graham V Smith
Secretary, The Newbury Society