tea_rota_22-23_18_march23.pdf
DATA PROTECTION POLICY
The Data Protection Act 1998 established rules for organisations holding personal information. As a “not-for-profit” organisation, a camera club is exempt from the requirement to register with the Information Commissioner’s Office, but is still subject to the basic requirements of the law. NB A not-for-profit organisation can make a profit for its own purposes, which are usually charitable or social, but the profit should not be used to enrich others. Any money that is raised should be used for the organisation’s own activities. Thus when the Club engages in money-raising activities such as selling tickets for keynote speaker presentations to the general public, it is important to state that proceeds are to be used for the Club’s own activities.
This act is replaced by the European Union General Data Protection Regulations (GDPR) and incorporated into UK law by the Data Protection Act 2018 (DPA 18). The club is required to publish a policy and review and document compliance with the policy.
The Club holds personal information for the purpose of running the Club and its activities, and is committed to complying with the requirements of the above Act.
Club Policy:
1. The maintaining of personal information by the Club on paper, in computers or by any other means is to be limited to that required for the following: • establishing and maintaining membership • supporting the Club • providing and administering activities for Members and those who have regular contact with the Club. Information will be accurate and up to date.
2. Personal information to be held is to be restricted to that which is relevant to the relationship the individual has with the Club. For the purposes of membership, this information comprises no more than the following:-
Personal Details: Name, Telephone Number(s), E-mail Address, Address, Membership category
Club & Photographic Details: Year Joined, Competition Class, Photographic Honours, Positions Held, Photographic Skills, Photographic Interests, Make & Model of Cameras
For the sake of clarity, images produced by members are not included under the definition of personal data (but their name etc is personal data) . By entering an image into a club competition a member has explicitly agreed to the club use of that image, including publication on the club website. Should a member wish to limit the use of their image they should state the limitations when submitting the entry. If a member agrees to the use of their image for an external competition e.g. SCPF then the club will confirm to the organising body the use of information necessary for the competition.
3. Membership records are to be maintained by Club Officials for the purposes of their club role, eg membership fee payment or running Club competitions, but these contain no personal details additional to the above. All Officials maintaining personal data are required to take reasonable steps to ensure the accuracy and safe-keeping of the data. All Officials will maintain a separation between controlled and domestic use of personal data
4. The contact point for Data Protection shall be the club Secretary. Upon written request from an individual to the Club Secretary, the Club will respond within 21 days to provide the personal information held on that individual.
5. The Club will delete, within a reasonable period of time, information relating to an individual once the relationship with the Club comes to an end. This will normally be done by the end of the season following the season in which the cessation of the relationship occurred. Historical personal information in the Club archives should be the minimum required to reflect a Member’s record at the Club eg name, dates of membership, positions held and photographic achievements.
6. As a condition of Club membership, Members agree that the Club may contact them by email with information of various kinds related to Club activities .
7. The Privacy and Electronic Communications (EC Directive) Regulations 2003 are separate from and additional to the data protection legislation. The club will not make available membership data for electronic marketing and will refuse any request to cascade marketing material by electronic messages.
Information placed on the club website of courses or photographic services available are not “cascade marketing”. There is no obligation for members to visit this section of the website and if they chose to do so there is no obligation for them to disclose personal data.
There is no prohibition of general marketing or material not directed to an individual e.g. a poster or pile of leaflets at a club meeting.
Date of Policy 8th May 2018
The Data Protection Act 1998 established rules for organisations holding personal information. As a “not-for-profit” organisation, a camera club is exempt from the requirement to register with the Information Commissioner’s Office, but is still subject to the basic requirements of the law. NB A not-for-profit organisation can make a profit for its own purposes, which are usually charitable or social, but the profit should not be used to enrich others. Any money that is raised should be used for the organisation’s own activities. Thus when the Club engages in money-raising activities such as selling tickets for keynote speaker presentations to the general public, it is important to state that proceeds are to be used for the Club’s own activities.
This act is replaced by the European Union General Data Protection Regulations (GDPR) and incorporated into UK law by the Data Protection Act 2018 (DPA 18). The club is required to publish a policy and review and document compliance with the policy.
The Club holds personal information for the purpose of running the Club and its activities, and is committed to complying with the requirements of the above Act.
Club Policy:
1. The maintaining of personal information by the Club on paper, in computers or by any other means is to be limited to that required for the following: • establishing and maintaining membership • supporting the Club • providing and administering activities for Members and those who have regular contact with the Club. Information will be accurate and up to date.
2. Personal information to be held is to be restricted to that which is relevant to the relationship the individual has with the Club. For the purposes of membership, this information comprises no more than the following:-
Personal Details: Name, Telephone Number(s), E-mail Address, Address, Membership category
Club & Photographic Details: Year Joined, Competition Class, Photographic Honours, Positions Held, Photographic Skills, Photographic Interests, Make & Model of Cameras
For the sake of clarity, images produced by members are not included under the definition of personal data (but their name etc is personal data) . By entering an image into a club competition a member has explicitly agreed to the club use of that image, including publication on the club website. Should a member wish to limit the use of their image they should state the limitations when submitting the entry. If a member agrees to the use of their image for an external competition e.g. SCPF then the club will confirm to the organising body the use of information necessary for the competition.
3. Membership records are to be maintained by Club Officials for the purposes of their club role, eg membership fee payment or running Club competitions, but these contain no personal details additional to the above. All Officials maintaining personal data are required to take reasonable steps to ensure the accuracy and safe-keeping of the data. All Officials will maintain a separation between controlled and domestic use of personal data
4. The contact point for Data Protection shall be the club Secretary. Upon written request from an individual to the Club Secretary, the Club will respond within 21 days to provide the personal information held on that individual.
5. The Club will delete, within a reasonable period of time, information relating to an individual once the relationship with the Club comes to an end. This will normally be done by the end of the season following the season in which the cessation of the relationship occurred. Historical personal information in the Club archives should be the minimum required to reflect a Member’s record at the Club eg name, dates of membership, positions held and photographic achievements.
6. As a condition of Club membership, Members agree that the Club may contact them by email with information of various kinds related to Club activities .
7. The Privacy and Electronic Communications (EC Directive) Regulations 2003 are separate from and additional to the data protection legislation. The club will not make available membership data for electronic marketing and will refuse any request to cascade marketing material by electronic messages.
Information placed on the club website of courses or photographic services available are not “cascade marketing”. There is no obligation for members to visit this section of the website and if they chose to do so there is no obligation for them to disclose personal data.
There is no prohibition of general marketing or material not directed to an individual e.g. a poster or pile of leaflets at a club meeting.
Date of Policy 8th May 2018