DATA PROCESSING POLICY
- About this Policy
- This policy explains when and why we collect personal information about our members and speakers, how we use it and how we keep it secure and your rights in relation to it.
- We may collect, use and store your personal data, as described in this Data Processing Policy and as described when we collect data from you.
- We reserve the right to amend this Data Processing Policy from time to time without prior notice. You are advised to check our website (addlestonehistory.org.uk) or in our newsletters for any amendments. Amendments will not be made retrospectively.
- We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found on the website of the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
- Who are we?
- We are Addlestone Historical Society. We can be contacted through the Society Hon. Secretary by e-mail addlestonehistory@gmail.com
- What information we collect and why.
| Type of information | Purpose | Legal basis for processing |
| Members name, address, telephone number(s), e-mail address(es). | Managing the Member’s membership with the Society | Performing the Society’s contract with the Member. For the purposes of our legitimate interests in operating the Society. |
| Articles for publication, photos and videos of Members | Putting in the Society’s Newsletter, on the Society’s website and using in the Society’s promotional material | Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter |
| Speaker’s name, address, e-mail address, phone numbers and relevant qualifications and/or experience and subject information. | Managing Speakers (both Society Members and external Speakers) for Society meetings | For the purposes of our legitimate interests in ensuring that we can contact those offering speaking engagements and provide presentations to Members. |
- How we protect your personal data.
- We will not transfer your personal data outside the EEA without your consent.
- We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
- Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
- We will notify you promptly in the event of any breach of your personal data which might expose you to risk.
- Who else has access to the information you provide to us?
- We will never sell your personal data. We will not share your personal data with any third parties without your consent (which you are free to withhold) except where required to do so by law or set out in the table above or in paragraph 5.2 below.
- We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purpose of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
- How long do we keep your information?
- We will hold your personal data on our systems for as long as you are a member of the Society and for as long afterwards as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations, e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.
- We securely destroy all financial information once we have used it and no longer need it.
- Your Rights
- You have the right under the GDPR:
- To access your personal data
- To be provided with information about how your personal data is processed.
- To have your personal data corrected.
- To have your personal data erased in certain circumstances.
- To object to or restrict how your personal data is processed.
- To have your personal data transferred to yourself or to another business in certain circumstances.
- You have the right to take any complaints about how we process your personal data to the Information Commissioner:
Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to the Hon. Secretary. addlestonehistory@gmail.com
March 2018