Leighton Buzzard Photographic Club Data Protection Policy

Background

It is a legal requirement for the Club to have a Data Protection Policy and for each member to be fully aware of its contents. It is taken as a condition of membership that each member has familiarised themselves with the contents of this policy and agrees to it. Specific attention will be drawn to it for new members.

Leighton Buzzard Photographic Club, hereafter referred to as LBPC or The Club is established with the objectives set out in its constitution.

The personal information referred to in this policy may include names, addresses, email addresses, telephone numbers, details and records of competitions and events and such other information as is necessary for the effective running of the Club.

Any person wishing to verify the information held by the LBPC may apply to the secretary, lbpcsec@btinternet.com

LBPC collects and holds personal information for specific purposes.

1. The Club Register – This document holds contact details of all Club members including lapsed members. This document holds the following data:

  • Forename and surname
  • Address
  • Contact telephone number
  • Email address
  • Subscription payments

This document is held by:

  • The Club secretary.
  • The Club treasurer.
  • The Club vice treasurer.
  • The Club projectionist.
  • The Club external competitions organiser.
  • The Club programme organiser(s).

This document is password protected and its information is only available to those listed above.

This document is used solely to facilitate administrative needs within The Club and is updated throughout the season as necessary. All previous copies are held only while they are needed (or a maximum of two years) and then destroyed.

2. Competition working documents – The running of competitions requires members to supply, in some instances, certain information: name, email address and some image related data.

This data is held by competition organisers for such time as is required for the proper running of the club and then destroyed.

3. The Club Website – This website is available to anyone online and contains;

  • The Club Handbook –  (within the programme section) with our rules and regulations.
  • The Club Homepage – (with general information)
  • The Club Programme – (containing the club calendar) – gives details of all competitions and events pertaining to the current and forthcoming seasons including the names of any speakers and judges attending events within those seasons.
  • The Club Gallery – gives access to the Club’s archive of members current and past images, with the author’s names. Membership of The Club gives implied consent to hold these photographs on The Club website unless the member specifically requests that it/they are not posted (see image use and copyright policy.
  • The Club news – gives any information about any upcoming or past events, competitions and talks, including names of Speakers and Judges, winners, runners-up and entrants in any Club or other competition. This information may include members names and photographs. Some of this information will also appear on The Club homepage.
  • Members area – gives details of cumulative competition scores for the current season, The Club constitution, a copy of the Data Protection Policy, and any other information which members may need to access.
  • Competitions – gives details of internal and external competitions and current and past results.
  • Articles/links – contains various written articles and links to other photographic affiliations.

Only those with website access permission (i.e. web editors) are able to post or delete information from this and any other section.

 The Protection of Members Data

No member’s data will be given, either directly or indirectly, to any third party without the express consent of the member, including phone numbers, postal addresses and email addresses excepting information available on the Club website, which, by its inclusion on the website, implies consent. The information on the website is restricted to names and images and where necessary, email addresses of certain members, but said email addresses are included only with additional consent from the party/parties concerned. Officers emailing groups of members will ensure that they use BCC option in their email application.

This document is available for any member to read at any time and is contained within the member’s section of the Club website.

 ICO Registration

As a non-profit organisation there is no requirement for the Club to register with the Information Commissioner’s Office.