Farnham and Fleet Camera Club Data Protection Policy
As a “not for
profit” organisation the Aldershot, Farnham and Fleet Camera Club (the
“Club”) is established with the objects set out in its constitution,
and is a data controller within the UK.
The Club does
collect and retain members' personal information in order to pursue its
legitimate interests and is committed to comply with the requirements
of the General Data Protection Regulation (Regulation (EU) 2016/679).
- Personal data
shall be processed fairly and lawfully.
- The data
collected about members will be held in paper or electronic format, but
will only be utilised and processed in pursuit of the legitimate
interests and activities of the club: -
a) establishing and maintaining membership
b) informing Members of Club and Federation activities and requirements
c) handling images belonging to members and recording entries to
competitions and the results of those competitions.
- In order to
conduct its activities the club may also hold data about:
a) recent members in the past
b) potential members
c) contacts within other clubs and photographic organisations
d) speakers and judges booked to appear at the club.
- The data
collected for members of the Club will consist of the following items:-
a) Name including affiliation, qualification and awards
c) Telephone number(s)
d) Email address
e) Images entered in competitions by that member
Any person wishing to verify the information held by the Club, or who
can correct or update that information, should contact the Membership
Secretary in writing.
- All members
must consent to the use of their data for establishing and maintaining
their membership, and for informing members of Club and Federation
activities and requirements.
New members are asked to provide their personal data when joining the
records shall be maintained by the Membership Secretary. Other members
of the Committee may contact the Membership secretary for access to
member data in order to fulfil their roles, but shall not keep this
longer than is necessary and shall then delete it. The Membership
Secretary’s copy shall be regarded as the primary record.
All Committee Members collecting or otherwise receiving any personal
data for any reason, or distributing members' personal information,
shall retain a record of that activity, and of any use of the data, and
of the subsequent deletion of the data.
- The Committee
shall take all reasonable technical and organisational measures to
ensure against the unauthorised or unlawful access or destruction of or
damage to the personal data set held by the Club.
Members shall use the online MailChimp service as a channel of
communication to members. Each Committee Member will be provided with
unique MailChimp login details. The Membership Secretary shall be
responsible for maintaining the MailChimp database containing members'
names and email address. This mailing list must not be used to forward
marketing emails sent to the Club.
No Committee Members or ordinary members shall distribute emails to the
membership other than via the Mailchimp service. Committee Members may
apply to be allowed to use the Mailchimp service. Other members wishing
to distribute information to the membership should send it to the Club
Secretary for distribution.
Committee Members shall not use the club Mailchimp service or the email
addresses held therein to contact members except on club business.
- Members who
wish to communicate with each other may communicate via the Club
Facebook group, or should exchange their own contact details privately.
- Upon written
request from a member the Membership Secretary will, within 30 days
provide the personal data held by the Club to that member.
- Within 30 days
of the Club receiving written notification of a member leaving the
Club, the contact data held by the Club for that member shall be
deleted by the Membership Secretary from the list of current members.
Some historical records of their membership e.g. meeting minutes,
competition results etc will be retained.
Members who leave the Club may elect to remain on the Club's mailing
list, in which case their name and email address will be retained on
the mailing list only for the purposes of communicating with them, and
they will not be included in the list of members.
Any emails / marketing material received from sources external to the
club, but believed to be of interest to members, may be distributed:
a) As paper posters / notices at club meetings
b) On the club Facebook page
c) If deemed necessary by the Committee, on the club website.
- email promoting
another club's or a Federation’s event, exhibition or competition,
which may or may not have an entry fee.
- email promoting
offers from a club or Federation sponsor
- email from a
known photographer promoting workshop events
- email promoting
a photographic event at a commercial gallery
- email promoting
an exhibition or regional event an external newsletter, which might
contain all of the above and advertising
- email received
from a Federation to which the club is itself affiliated.
- As a condition
of membership, the Club reserves the right to circulate members'
details and contact information to the Federations to which it is a
member, to other camera clubs or to the PAGB, for the sole purpose of
facilitating inter-club and inter-federation competitions. The data
will not be circulated to any other commercial or non-commercial
organisation or entity.
Explicit consent for this will be confirmed when permission is sought
to use a member's image in an external competition, and will be a
requirement of that image being used.
- The Club
obtains personal information from judges and speakers invited to the
Club, for the purpose of promoting the relevant meeting. The Programme
Secretary shall obtain permission from non-members invited to the Club
to use their names and any other personal information they provide
(website details etc) for the sole purpose of promoting the meeting.
- The Club may
receive information about members of other camera clubs for the purpose
of conducting inter-club competitions, typically the name and
qualifications of the author of each image in the competition, together
with the images themselves. This data will be handled safely by the
Club, and will be destroyed when the results of the competition have
Committee members may also retain contact details of officials of other
clubs and organisations for the purposes of conducting inter-club
competitions and other club business.
- The Club may
retain historical archives for example but not limited to, records of
meetings, handbooks, competition results, catalogues, awards and other
- All images
displayed on the website remain the copyright of the photographer.
Members or ex-members who wish their images to be removed should
contact the Webmaster giving details of the relevant images. Every page
of the website bearing images by members shall carry the a footnote
noting this e.g.
"All images remain the copyright of their originators, re-use is not
permitted. Please contact the originator via the Club if you wish to
use an image. If you wish your images to be removed, please contact
firstname.lastname@example.org giving details of the relevant images."
- An audit of
Club operation covered by this policy shall be carried out once per
calendar year and findings shall be reported at the AGM.
- All policy
breaches shall be reported to the Chairman who will initiate an
investigation and agree any follow-up and corrective action(s).
- Members have
the right to make a complaint to the Information Commissioner if they
are unhappy with the handling of their data.
- This policy
shall be maintained by the Membership Secretary. Updates to the policy
may be approved by the Committee and then distributed to the members.
AFFCC MailChimp users will include:
- Vice Chairman
- Honorary Secretary
- Honorary Treasurer
- Membership Officer
- Internal Competition Secretary
- External Competition Secretary