Data Protection
Data Protection Policy
The Harpenden Photographic Society (HPS) is established with the objects set out in its constitution, and is a data controller within the UK.
The personal information referred to in this Policy may include name, contact details, service records, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of HPS. Any
person wishing to verify the information held by HPS may apply to the Membership Secretary.
HPS collects and holds personal information about:
1. Its executive committee; others who assist the executive committee; and those offering their services to the HPS, e.g. as judges or lecturers. This information is used to facilitate administration and services. The contact details of HPS officials allocated to provide particular services may be published generally.
2. Others necessary for the conduct of the business of HPS. This information is used to satisfy a requested service or a contractual requirement, and may be retained to confirm the outcome. HPS may hold personal information for anyone contacting the society, or whom HPS contacts for the purpose of conducting its general business.
3. Photographers as the creators of Images used in the activities of HPS. This information is managed subject to the Internal and External Competition Guides (qv).
HPS may retain historical archives, for example, but not limited to, records of meetings, programmes, web pages, catalogues, awards and other event results.
What this means in practice
Within the context of this document, the term “members” shall be taken to refer to prospective, current and past members of HPS.
The Membership Secretary assumes the role of the Data Controller for HPS. The controller shall respect the rights of data subjects, and not share the information beyond the uses that have been specified in the Data Protection Policy.
Subject access to personal data continues, i.e. members are entitled to ask for a copy of all data held about them by the society, and the society must respond promptly and without charge.
Data collected on members (including mailing lists) shall be kept in a secure manner. Use of data collected about members shall be limited to members of the committee and usage shall be limited to legitimate club activities.
When mailing lists are used to communicate with members by email, messages shall be sent using the “bcc” form, in order to avoid sharing personal data (e.g. email addresses) with other members.
For Special Interest Groups where the leader feels it is beneficial to share personal information between the members (e.g. email addresses and telephone numbers), the leader should seek explicit consent to this from the members of the SIG.
The data collected on members shall not be communicated to third parties, or be used for the purposes of direct marketing beyond that appropriate for the effective management of the legitimate interests of HPS.
The committee shall not make the membership contact information available for electronic marketing. Committee members shall refuse any request to cascade marketing material to members by electronic messages.
Data Retention
1. General business records will normally be held for a minimum of eight years.
2. The PAGB may retain historical archives indefinitely, for example but not limited to, records of meetings, handbooks, catalogues, awards and other event results
3. Data on past members may be retained for up to five years for the purposes of maintaining contact and communicating information about club events. The Membership Secretary shall review the membership data periodically and delete any personal data which is older than five years. Data on past or prospective members shall be deleted immediately should a request for removal be received from them.
May 2018
The Harpenden Photographic Society (HPS) is established with the objects set out in its constitution, and is a data controller within the UK.
The personal information referred to in this Policy may include name, contact details, service records, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of HPS. Any
person wishing to verify the information held by HPS may apply to the Membership Secretary.
HPS collects and holds personal information about:
1. Its executive committee; others who assist the executive committee; and those offering their services to the HPS, e.g. as judges or lecturers. This information is used to facilitate administration and services. The contact details of HPS officials allocated to provide particular services may be published generally.
2. Others necessary for the conduct of the business of HPS. This information is used to satisfy a requested service or a contractual requirement, and may be retained to confirm the outcome. HPS may hold personal information for anyone contacting the society, or whom HPS contacts for the purpose of conducting its general business.
3. Photographers as the creators of Images used in the activities of HPS. This information is managed subject to the Internal and External Competition Guides (qv).
HPS may retain historical archives, for example, but not limited to, records of meetings, programmes, web pages, catalogues, awards and other event results.
What this means in practice
Within the context of this document, the term “members” shall be taken to refer to prospective, current and past members of HPS.
The Membership Secretary assumes the role of the Data Controller for HPS. The controller shall respect the rights of data subjects, and not share the information beyond the uses that have been specified in the Data Protection Policy.
Subject access to personal data continues, i.e. members are entitled to ask for a copy of all data held about them by the society, and the society must respond promptly and without charge.
Data collected on members (including mailing lists) shall be kept in a secure manner. Use of data collected about members shall be limited to members of the committee and usage shall be limited to legitimate club activities.
When mailing lists are used to communicate with members by email, messages shall be sent using the “bcc” form, in order to avoid sharing personal data (e.g. email addresses) with other members.
For Special Interest Groups where the leader feels it is beneficial to share personal information between the members (e.g. email addresses and telephone numbers), the leader should seek explicit consent to this from the members of the SIG.
The data collected on members shall not be communicated to third parties, or be used for the purposes of direct marketing beyond that appropriate for the effective management of the legitimate interests of HPS.
The committee shall not make the membership contact information available for electronic marketing. Committee members shall refuse any request to cascade marketing material to members by electronic messages.
Data Retention
1. General business records will normally be held for a minimum of eight years.
2. The PAGB may retain historical archives indefinitely, for example but not limited to, records of meetings, handbooks, catalogues, awards and other event results
3. Data on past members may be retained for up to five years for the purposes of maintaining contact and communicating information about club events. The Membership Secretary shall review the membership data periodically and delete any personal data which is older than five years. Data on past or prospective members shall be deleted immediately should a request for removal be received from them.
May 2018