SAFFRON WALDEN HORITCULTURAL SOCIETY (SWHS)

DATA PROTECTION POLICY

This policy is designed to bring the Society into line with the General Data Protection Regulation which comes into force on 25th May 2018.

Data held by the Society

Membership of SWHS is conditional on the Society holding the member’s contact details.  These comprise:

• Name
• Postal Address
• Telephone number (Optional)
• Email address (Optional)

This data is held by the Secretary and Membership Secretary and is available to the Chairman and other Committee members.  The Membership Secretary is responsible for making sure that records are kept up-to-date.

No other personal data is held on the SWHS database.

Reasons for holding the data.

The data is held so that the Committee can inform members of forthcoming Shows, Talks, Outings and any other matters relating to the Society’s activities.

Data Sharing.

The data is not shared with any other party or organisation, Measures will be taken (e.g. use of BCC on emails) to ensure that the data is not shared across the Society.  Member’s contact details will not be shared with other members without their consent.

Termination of membership.

A member can terminate his or her membership at any time on request.

In the case of a member lacking capacity, membership can be terminated by request of the member’s next of kin or guardian.  If the annual subscription is not renewed and a member fails to respond to two annual renewal reminders, the Society will terminate membership.

Retention of data

Members’ contact details are retained during the course of their membership.

Following termination of membership, details may be retained on the SWHS database in case of renewal, but on request by the ex-members, personal data will be permanently deleted.

Subject data access

If you are a member of SWHS:

1. You are entitled to request details of any personal information held about you on the SWHS database.  This will be provided as soon as expedient, in any case within one month.
2. SWHS undertake to correct any errors in your personal data and to update your records in a timely manner if your contact details change.
3. If we have your email address, we will normally use this to contact you.  If you are unable to use email, you can request printed communications by post instead.
4. SWHS may publish photographs of Society events or activities in the Newsletters or on the SWHS website.  You will not be identified by name as appearing in such photographs without your consent.
5. Notwithstanding the above, if a photograph of you appears on the SWHS website, you may request its removal.  In this case SWHS will remove the photograph from the site as soon as expedient.

If you are no longer a member of SWHS:  As stated above, you may request to have any personal information about you permanently deleted from the Society’s Database. 

DO NOT WORRY UNLESS YOU WANT TO CHANGE THE WAY YOU CURENTLY HEAR FROM US, THERE IS NOTHING YOU NEED TO DO.

SWHS Data Protection Policy - May 2018        

 

Back to Home Page

Back to top