WALL HEATH CAMERA CLUB (WHCC) Data Protection Policy
Introduction
Wall Heath Camera Club (WHCC), established with the objects set out in its constitution, maintains records of personal and other information referred to in this Policy in pursuance of the effective and lawful conduct of club activities.
Additional definitions are given at the foot of this policy.
WHCC Club records include:
Personal membership data: member name, contact details, subscriptions paid, club positions held. Next of kin name and contact details will only be requested for the duration of a planned club outing.
Data relating to WHCC event participation: committee minutes, AGM, EGM, records of entries to club and inter-club competitions, exhibitions, results, awards, including publication on the WHCC website, Facebook and other social media platforms, member emails, catalogues and club archival material.
Data relating to WHCC interaction with external organisations and guest participants: exhibition and meeting venues, MCPF, judges and speakers, insurance.
Form of records
Paper copies: members’ names, addresses, telephone numbers, email; minutes of committee meetings and copies of the MCPF Guide & Directory; records of previous club exhibitions; club policies & rules; previous and current club programme of activities; insurance paperwork.
Computer files: members’ names, telephone numbers, email; minutes of committee meetings and AGM; competition & ‘battle’ results, details of previous exhibitions and trophy winners; records of previous club exhibitions and associated planning documents; club policies & rules; previous and current club programme of activities; service record to show duration of membership as required by constitution and digital images entered into competitions.
Computer files are currently held by members of the Executive Committee; back-up copies are held on an external hard drive and iCloud and current documents are also copied to a ‘memory stick’. These files are under the control of the WHCC Secretary.
Consent
On commencement of WHCC membership the Club Secretary will supply a copy of this policy and request personal membership data and consent for event participation.
At any time, either in writing or verbally, a member or guest participant may:
· Request a copy of their personal data held by WHCC (i.e. details shown on an individual’s application for membership form).
· Request that their personal membership data be corrected or removed except where, in the view of the Executive Committee, this would not allow for the legitimate operation of the club.
· Withdraw their consent for specific elements of event participation. (e.g. posting of images on social media or web site).
The Club Secretary will respond to any such request within one month of receipt.
From time to time, the Club Secretary may request members to update their personal membership data in order to ensure its continuing accuracy and effectiveness.
Retention
Data will be retained, as follows.
Type
Period
Personal membership data
1 full calendar year beyond cessation of membership.
Event participation
Unlimited for the purposes of club archives.
Interaction with external organisations
Unlimited.
Sharing
In line with the consent given by members, personal membership data (with the exception of subscription status) may be shared with Officers of the Club or other members for the purposes of, for example, WHCC field trips or other events.
Policy Review
This policy will be reviewed annually by the Executive Committee for completeness, effectiveness and legislative compliance.
Definitions
Definition:
Referenced in this policy document as:
Wall Heath Camera Club
WHCC
Data Controller – the group which determines the purposes and means of data storage. In the case of WHCC, the titled committee members elected annually at the AGM. i.e. Chairman, Secretary, Treasurer, Programme Secretary and Competition Secretaries.
The Executive Committee
Data Processors – those members of WHCC who, by virtue of carrying out specific tasks for the club such as voluntary committee membership, trip organisation or similar, have access to personal data.
Officers of the Club
Introduction
Wall Heath Camera Club (WHCC), established with the objects set out in its constitution, maintains records of personal and other information referred to in this Policy in pursuance of the effective and lawful conduct of club activities.
Additional definitions are given at the foot of this policy.
WHCC Club records include:
Personal membership data: member name, contact details, subscriptions paid, club positions held. Next of kin name and contact details will only be requested for the duration of a planned club outing.
Data relating to WHCC event participation: committee minutes, AGM, EGM, records of entries to club and inter-club competitions, exhibitions, results, awards, including publication on the WHCC website, Facebook and other social media platforms, member emails, catalogues and club archival material.
Data relating to WHCC interaction with external organisations and guest participants: exhibition and meeting venues, MCPF, judges and speakers, insurance.
Form of records
Paper copies: members’ names, addresses, telephone numbers, email; minutes of committee meetings and copies of the MCPF Guide & Directory; records of previous club exhibitions; club policies & rules; previous and current club programme of activities; insurance paperwork.
Computer files: members’ names, telephone numbers, email; minutes of committee meetings and AGM; competition & ‘battle’ results, details of previous exhibitions and trophy winners; records of previous club exhibitions and associated planning documents; club policies & rules; previous and current club programme of activities; service record to show duration of membership as required by constitution and digital images entered into competitions.
Computer files are currently held by members of the Executive Committee; back-up copies are held on an external hard drive and iCloud and current documents are also copied to a ‘memory stick’. These files are under the control of the WHCC Secretary.
Consent
On commencement of WHCC membership the Club Secretary will supply a copy of this policy and request personal membership data and consent for event participation.
At any time, either in writing or verbally, a member or guest participant may:
· Request a copy of their personal data held by WHCC (i.e. details shown on an individual’s application for membership form).
· Request that their personal membership data be corrected or removed except where, in the view of the Executive Committee, this would not allow for the legitimate operation of the club.
· Withdraw their consent for specific elements of event participation. (e.g. posting of images on social media or web site).
The Club Secretary will respond to any such request within one month of receipt.
From time to time, the Club Secretary may request members to update their personal membership data in order to ensure its continuing accuracy and effectiveness.
Retention
Data will be retained, as follows.
Type
Period
Personal membership data
1 full calendar year beyond cessation of membership.
Event participation
Unlimited for the purposes of club archives.
Interaction with external organisations
Unlimited.
Sharing
In line with the consent given by members, personal membership data (with the exception of subscription status) may be shared with Officers of the Club or other members for the purposes of, for example, WHCC field trips or other events.
Policy Review
This policy will be reviewed annually by the Executive Committee for completeness, effectiveness and legislative compliance.
Definitions
Definition:
Referenced in this policy document as:
Wall Heath Camera Club
WHCC
Data Controller – the group which determines the purposes and means of data storage. In the case of WHCC, the titled committee members elected annually at the AGM. i.e. Chairman, Secretary, Treasurer, Programme Secretary and Competition Secretaries.
The Executive Committee
Data Processors – those members of WHCC who, by virtue of carrying out specific tasks for the club such as voluntary committee membership, trip organisation or similar, have access to personal data.
Officers of the Club