In accordance with the new General Data Protection Regulations (25 May 2018), this Privacy Notice explains how Datchet Village Society collects, stores and handles your personal data. Please remember to keep us up to date with your contact details.
Why we collect your data
We collect contact details of members so that we can keep you up to date with DVS news and events and manage your membership of the Society.
How we collect your data
We collect your data when you share this information with us, for instance, when you complete a membership application or renewal form. We treat your data with great care and take appropriate steps to protect it.
When we’ll share your data
We do not share, sell or swap your information with other organisations for their own marketing purposes. We will, however, sometimes share your data with third parties to help us provide a service for you. For example, we may give your address to a delivery agent so they can deliver a DVS newsletter to you.
Know your rights
You have many rights regarding your personal data, including seeing what information we hold about you, and updating that information. You can ask for your details to be removed from our database at any time. Please see below for full details.
OUR COMMITMENT TO YOUR PRIVACY
Datchet Village Society (DVS) is committed to ensuring the security and protection of the personal information that we process. In terms of the data it collects and retains electronically, the Datchet Village Society is not required to register under the terms of the Data Protection Act with the Information Commissioner’s Office. Nevertheless, the DVS is required to be compliant with the requirements of the General Data Protection Regulations 2018 (GDPR) in respect of the data it collects and holds.
DATCHET VILLAGE SOCIETY GDPR POLICY
This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.
Why we collect your data
In considering the data that is required for the successful operation of the DVS it is assumed that the society:
- holds meetings and events.
- has a website on which the DVS posts photos of both events and members
- allows members to bring guests to some meetings and events (but no further use is made of guest data)
- does not use any of the personal data it collects for marketing purposes (except in respect of updating members about DVS events and the business of meeting the DVS’s aims and objectives).
It follows that, as a matter of routine, the DVS requires to hold members personal details (data) to maintain a register of current members and to be in a position to communicate with members through the medium of the newsletter, telephone, mail and email. The data collected and stored by the DVS comprises:
- Each member’s name, address, phone numbers, email addresses, and a record of membership fee and/or event payments.
- Each committee member’s name, phone numbers and email addresses, and a record of membership fee and/or event payments.
- Personal information associated with member participation at DVS events (see table below).
What data do we collect?
The data we collect and the reason we require it is set out in the table below:
How we protect your personal data
As a matter of course we will not share any of our members’ personal data with any third party outside the specific DVS needs listed here. We will not share your personal information elsewhere without your consent unless so required by the law. 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 you in the event of any breach of your personal data which might expose you to serious risk
Who else has access to the information you provide?
We will never sell your personal data. We may pass your personal data to third parties who are service providers to us, for the purposes of completing tasks and providing services to you on our behalf (eg to print and/or deliver newsletters or mailings). We do this for the purpose of our legitimate interests in operating the DVS and for performing our contract with you. However, we will disclose only the personal data that is necessary for the third party to deliver the service required and will contract with them to keep your information secure and not to use it for their own purposes. We will not share your personal data with any other third parties without your prior consent (which you are free to withhold) except where we are required to do so by law.
How long do we keep your information?
We will hold your personal data for as long as you are a member of the DVS and for as long afterwards as it is in the DVS’s legitimate interest to do so or for as long 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. We securely destroy the detail of any personal financial information once we have used it and no longer need it. At each annual membership renewal we will ask you to update the personal details we hold for you and advise of any inaccuracies.
You have rights 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
- have your personal data transferred to yourself.
- You have the right to take any complaints about how we process your personal data to the Information Commissioner at https://ico.org.uk/concerns/, tel 0303 123 1113 or by letter to the Information Commissioner’s 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 Marjorie Clasper, Honorary Secretary, Datchet Village Society, 3 Riverbank, 9 Southlea Road, Datchet SL3 9BY (tel 01753 545110).
Further details on the GDPR is available from the Information Commissioner’s Office (https://ico.org.uk/for-the-public/).