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Our data protection policy and procedures

Introduction

The Society seeks to comply with the best practice in data protection, both customary and statutory. It collects certain personal data about members and others on the basis of consent.

Our secretary is responsible for data protection compliance and will answer any questions on this subject. Please contact the Secretary for more information.

Anybody has a right to complain to the Information Commissioner's Office (ICO) of the UK if they think there is a problem with the way the Society is handling their data.

Members' data

When members join the Society they complete an application form. The form explains that all of the information provided by the member in this way is stored in a computer database for the general administrative purposes of the Society and to facilitate communication. This statement is then repeated in the Society's official welcome letter to the new member.

Only current officers of the Society have access to this database. Information within it is never divulged to anybody else without the explicit permission of the member concerned.

The information requested on the application form and held in the database is as follows. Required items are indicated as such: all of the remainder is voluntary and the member may choose to provide it or not as they wish.

  • Member's name (required)
  • Postal address (required) : this is needed so that the Society's annual journal may be posted to the member
  • Email address
  • Telephone number
  • Name of the other family member (required for family memberships only)
  • Areas of interest
  • Qualifications, related websites and other society memberships

Apart from the annual journal, members are asked to accept communication by email, for reasons of speed and cost, but may opt for postal communication instead. This choice may be changed at any time by request to the Secretary.

In the case of gift memberships, donors are asked to provide their own contact details for future renewals.

Where a member or a donor agrees, we may request payment for membership and attendance at events via PayPal. Those choosing to pay us in this way should review PayPal's privacy policy.

All information about a member is removed from the database within three months of that membership lapsing, for whatever reason.

Non-members' data

The Society also maintains a mailing list of non-members who are sent by email a copy of the quarterly members' newsletter. Permission to do this is obtained from the individual in advance, and may be revoked at any time by request to the Secretary. A link for this purpose is included in every mailing.

The information held about non-members who have requested our newsletter is as follows.

  • Name, or the office held (required)
  • Email address (required)
  • Reason for interest in Voysey

Checking and correcting personal data

Both members and non-members may see a copy of the information which the Society holds about them at any time by request to the Secretary. There is no charge for this service. Inaccurate information will be corrected or deleted immediately.

Data breaches

The Society is concerned about the security of personal information and makes every reasonable effort to prevent unauthorized access. Any suspected unauthorized use, distribution, damage or destruction of personal information held by the Society should be brought to the attention of the Secretary as soon as possible.


Page last amended 15th May 2018