Data Protection

Data Protection

In order to comply with new regulations (2016) the NRPS data protection policy has been suggested and is being considered by members.

Norton Radstock Photographic Society will use reasonable endeavours to comply with the requirements of the General Data Protection Regulation 2016 (GDPR) to see that all membership and consent data provided by members is:

• Held and used with each member’s consent.
• Lawfully used and securely kept.
• Accurate and up to date and not kept for longer than necessary.
• Not transferred to any other party without the member’s consent.

The Society will achieve these policy objectives as follows:

The Membership Secretary is responsible for ensuring the policy is understood by Committee Members who may wish to use the data for the furthering of the objects of the Society.

The Membership Secretary will

* Keep all original signed membership documents, forms and consents in an organized non digital manner.
* Destroy the membership and consent documents of each person when they cease to be a Member.
* See that members under the age of 16 have written consent provided by a parent or guardian, such consent being kept with the member’s documents.
* See that all elected and co-opted Committee members, know they must not construct or keep address lists of members or transfer any Society Member’s information in any form.
* See that the Secretary has the names & email addresses of all current members who have given consent for email communications.
* See that the Competitions Secretary has the names & membership numbers of all current members.
* See that this policy document is reviewed and updated regularly and at least annually, preferably prior to the Society’s AGM.

Nothing set out above is to preclude

- The incidental use of individual personal data for the purposes of communication between members and Committee Members in furtherance of the day-to-day activities of the Society.
- The administration of competitions and posting of competition results and identification of images by the Competition Secretary.
- The administration of exhibitions and identification of images by the Exhibition Committee.

Privacy Notice
This privacy notice applies to any personal information which you give to Norton Radstock Photographic society (NRPS).
When you become a member of NRPS, certain information about you will be collected which includes your name, email address, telephone number(s) and address. In joining our club, using our website and subscribing to our mailing list you consent to us collecting and using this personal data in accordance with this privacy notice.
NRPS takes data privacy very seriously and is committed to protecting and respecting your privacy and complying with the principles of the General Data Protection Regulation (GDPR).

NRPS is the data controller for the purposes of the GDPR.
NRPS adopts the following guiding principles:

• The absolute minimum of personal data is stored on our systems.
• Personal data is not accessible to anyone but the user
Compliance with the GDPR requires the following:
• We will tell you about any breach of your data.
• You can find out what personal data we have for you – this is listed below.
• You can ask us to remove your data from the system and be 'forgotten'.
We don't keep much personal data – this is the full list:
• Your name.
• Your email address for the mailing list.
• Your phone number(s) as part of your contact details.
• Your address.
• Internal Club Competitions results. (Your results are not considered personal data.)

What we will use your personal data for:
We will use your personal data in the course of the usual operations required for running a small, local photographic society. This will mean for example that we will share your data with other members to enable you to arrange transport or visits etc.

Who we will share your personal data with:
NRPS will share your contact details with other members of the club. We do not sell, trade or rent your personal data to third parties unconnected to facilitating your membership.

Access to your personal data:
You have the right to request a copy of the information that we hold about you; if you would like a copy of some or all of your personal data then please get in touch with the secretary or via the contact form on the website and we will be obliged to offer any appropriate details within 30 days of the request. We want to make sure that your personal information is accurate and up to date, and you may ask us to correct or remove information you think is inaccurate.

Retention of your personal data:
We will only retain your personal data for up to one year after membership is lapsed after which time it will be securely deleted.

Changes to this privacy notice:
We intend to review and update this privacy notice regularly and at least annually, preferably prior to the Club’s AGM. This privacy policy was last updated in May 2018.

How to get in touch:
If you have any questions whatsoever about our privacy notice or any information we hold about you then please get in touch using the contact form on our website.. If you want to find out more about GDPR then please see the main website here: