Data Protection Policy

Data Protection Policy

Introduction

Belfast Photographic Imaging Club (BPIC) is a voluntary club, run as described in the Club Constitution and in data protection terms, is a data controller. We use information which Club Members give us to help with the legitimate interests of running the Club, under the Data Protection Act 2018 (which incorporates the European Union General Data Protection Regulations, GDPR). In brief, this means:

  • The Committee has restricted access to a register of current, past and prospective members which is kept in a secure manner on a Cloud-based service, with access restricted to Committee Personal Data is used only for the administration of BPIC and access is restricted to Committee members and to others approved by the Committee for specific purposes (e.g. the Club Webmaster)
  • An email list is used by the Committee to communicate with members about Club activities.  Use of the BCC email facility means that this does not display recipients’ email addresses to other members.
  • The Club will never share membership information with third parties for marketing (including electronic marketing).
  • From time to time, we may circulate information from affiliated photographic organisations which may be of interest to members, or information about photography activities or events approved a member of the Committee.
  • Such circulation may be by email, and/or via social media channels which are restricted to club membership.
  • We may publish some or all of the images submitted for competitions, members’ names and scores on the Club web site and/or via Club social media channels.
  • Participating in inter-club events may require personal information and images to be provided to another organisation and we will ask you to agree to this in advance.

 

Purpose

The Club collects and processes members’ information such as name, address, telephone number(s), email address, dates of membership, photos submitted for competitions and events, competition scores and other information needed for Club activities.

The Club also keeps records of Members of the Committee, people offering their services to the Club (such as judges and lecturers) and prospective members, to help with the running of the Club.

 

What this means in practice

We list the names and positions of the Committee Members on the Club web site, as well as any contact information which they agree to publish. The Club programme is also available on the web site, including the name of anyone presenting or judging. We may also publish the images submitted for competitions, members’ names and scores.  We may also publish galleries of members’ images on the website, with the consent of those members.

The Committee has restricted access to a register of current, past and prospective members which is kept in a secure manner on a Cloud-based service, with access restricted to Committee officers and the Club’s identified webmaster only.

An email list is used by the Committee to communicate with members about Club activities Use of the BCC email facility means that this does not display recipients’ email addresses to other members). The Club will never share membership information with third parties for marketing (including electronic marketing). From time to time, we may circulate information from affiliated photographic organisations, which may be of interest to members, or information about photography activities or events approved a member of the Committee.

Membership records may be retained for up to five years and may be used periodically to maintain contact and communicate information about club events. The Club Secretary will review the membership data periodically and delete any personal data which is older than five years. Any past or prospective member can request that their personal information is deleted with immediate effect. We keep historical records about the Club, for example, the programme, competitions, award winners and minutes of committee meetings.

The Club may also collect statistics about visitors to the web site for example IP address, browser, browser language and may place “cookies” on visitors’ computers. We may also use analytics services provided by Google, or other similar companies, which are subject to their own privacy policies.

 

Inter-Club events

Participating in inter-club events may require personal information and images to be provided to another organisation and we will ask members to agree to this in advance.

 

Access

Anybody wishing to verify the information held on them by the Club must write to the Secretary using the contact details published on the web site. Unless a legitimate reason exists, a response will be provided as soon as practical and without charge. The individual has a right to rectify any information which is incorrect, or request that it is deleted. Any concerns relating to a data privacy matter should be addressed to the Membership Secretary.

 

 

20 May 2018 - BM

 
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