Sherborne Bradford Abbas Camera Club Data Protection Policy
Introduction
The Sherborne Bradford Abbas Camera Club (SBACC) is a voluntary club as described within the terms set out in its published Constitution and is a Data Controller within the UK. SBACC uses the Personal data given by Members to help with the legitimate interests of running the Club
Data Protection
Under the Data Protection Act 2018, which is the UK’s implementation of the General Data Protection Regulation (GDPR), SBACC has a legal obligation to follow the strict rules called Data Protection Principles.
SBACC is required to make sure that information is:
- used fairly, lawfully and transparently
- used for specified, explicit purposes
- used in a way that is adequate, relevant and limited to only what is necessary
- accurate and, where necessary, kept up to date
- kept for no longer than is necessary
- handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage
The Data
The personal data referred to in this Policy may include names, address details, email addresses, telephone numbers, records of entries to events, and such other information as may be necessary for the effective management of the legitimate business of the SBACC.
Any member wishing to verify their personal data held by the Club may apply to the Secretary, who will supply the information requested within 10 days, if practicable.
Persons resigning their membership of the Club may request any personal information held about them to be deleted and this will be done as soon as possible.
Data Collection and Consent
Persons wishing to become members of SBACC will ordinarily supply basic contact details to the Secretary or another officer, via the Membership Application Form to enable their membership to be managed efficiently.
All new members will be asked to complete and sign the Membership Application Form and indicate their specific consent for the ways in which their data can be used at the time. This consent will include the sharing of contact details with other club members for the facilitation of dialogue between members on photography matters.
Members may review and change these preferences at any time by application to the Secretary in writing.
Data Processing, Recording, Storing and Security
Digital data will only be held on personal computers controlled by named Club officers and which are adequately protected by password/PIN access. Printed or handwritten records will be stored in dedicated files and kept separately from other personal material in a locked home. Backup copies of digital and printed data may be kept by other named club officers and secured in a similar manner.
Sharing of Data
- Personal Data will only be used by elected club officers to allow them to carry out their legitimate designated role within the club.
- Members entering printed or digital images for submission to external competitions will normally be required to supply basic identifying particulars with the entry and must give specific permission for their work to be submitted in this way. SBACC officers will not otherwise provide members’ personal information to a third party unless explicit permission has been sought from, and granted by, the data subject.
- From time to time officers of the Club will seek to organise local publicity about Club events or news. Depending on the circumstances this may take the form of media articles that mention successful images and their respective photographers. Members’ names will not be released to the media in this way without their specific consent in advance.
- The Club web site at www.sbacameraclub.co.uk features a “Members Gallery” of images that are normally associated with the individual member by name. The use of images in this way is entirely optional and may even be anonymous if a member so wishes.
- Routine Club announcements will normally take the form of an email to all members as a group. This will be managed by way of “Blind Copies” (Bcc) so that members’ email addresses are not visible to other members. Members may elect not to receive such circulations by informing the Secretary in advance.
- Similarly, from time to time circulations from the Photographic Alliance of Great Britain (PAGB), the Western Counties Photographic Federation (WCPF) and other professional bodies may be received by SBACC and routinely forwarded to individual members, who may again elect not to receive such circulations, if they prefer.
- Electronic marketing material received by SBACC will not normally be forwarded to individual members unless it forms part of the general material referred to in (6 (c)) above or unless an officer believes that it is material consistent with membership of a camera club and therefore in the members’ interests to see it. Members wishing to sell or exchange items or draw other members’ attention to issues of interest should normally ask the Secretary or another officer to circulate the details to other members on their behalf.
- SBACC shall not share members personal data with any third party marketing organisation.
Altering Data
Data will be altered only on the request of the individual
Data Breaches
Data breaches will be reported to the Secretary immediately and investigated without delay by an appropriate officer of the Club.
Access to Data
Each member has right of access to their own data and can at any time request a copy of their personal data held by SBACC.
Data Destruction
SBACC will destroy personal data held on paper and computer records one year after membership has ended or earlier if it is no longer relevant or required.
Each member can request at any time that their personal data is destroyed.
Compliance
This policy will be reviewed by the Club Committee on an annual basis or where legislative change or a related incident require further, immediate attention.
November 2020, Issue 1