Privacy policy

LYMM PHOTOGRAPHIC SOCIETY PRIVACY NOTICE – Information about personal data Introduction The Lymm Photographic Society (LPS) acknowledges the legal and regulatory requirements set out in the UK Data Protection Act 2018 (which incorporates the EU General Data Protection Regulation (GDPR)). This Privacy Notice also incorporates guidance from the Photographic Alliance of Great Britain. Summary LPS uses low risk personal data provided by members/prospective members and other interested parties primarily for club administrative purposes and/or in support of its activities. The primary information held is the person’s name and contact details (usually restricted to their email address). This Privacy Notice spells out the personal data that the club holds, the way it processes that information and other relevant information. Information we hold about people Information relating to :  Members (incl. club officials (committee members))  Potential members/others who have expressed an interest in keeping in touch with/being informed about the Society  Guests/visitors/others who have expressed an interest or are involved in club activities/ initiatives/ projects (which could be in association with other organsiations)  Networking/support contacts (e.g. Lancashire & Cheshire Photographic Union contacts (L&CPU) )  Limited or occasionally facilities providers, service and other suppliers  Speakers/presenters  Press/publicity contacts  Community organisations and event organisers  Consents for the use of personal data/information/images provided (where consent is required under GDPR)* Types of personal information held :  Name  Email address  Phone number  Photograph of data subject (person) (incidental or posed, generally for publicity purposes e.g. record of event attended)  Record of author’s images produced for/submitted to/used by the Society  Record of person’s contribution to the society (e.g. title of presentation given, thoughts provided at AGM/Committee meetings)  Record of membership subs/expenses paid  Limited bank information (name and sort code) as shown on bank statements as confirmation of any payments into account. Page 1 of 6 Ref :” LPS Privacy Notice v3.0.docx” LYMM PHOTOGRAPHIC SOCIETY PRIVACY NOTICE – Information about personal data Other limited ad hoc supplementary information may be collected/processed on an exceptional basis and with the data subject’s knowledge (e.g. information supplied by them to the Society in an email); this could include postal address for a specific purpose * consents are primarily recorded using the LPS Membership and Information Consent Form or may be captured through an email-based opt-in or equivalent indication of consent. In accordance with the GDPR and also PAGB guidance, the Society is not required to and so does not obtain members’ consent to hold their personal information for administrative/similar purposes in connection with the Society’s legitimate interests. Why we hold this information LPS collects and processes personal data in order to pursue the legitimate interest of running the Society. Personal Data is used for :  Membership administration  General society management, engagements, planning, contributions, execution and facilitation of club activities or projects including email distribution lists  Expenses reimbursement and financial management  Publicity, awareness and promotion of the society  Maintenance of an archive of society endeavours  Publications (electronic and hard copy) Who uses this information Most personal information is retained within the Society for its own internal purposes and it is unlikely to envisage a circumstance for which it would be transferred outside the UK. As a natural part of pursuing the Society’s legitimate interests, a member’s or others’ names may enter the public domain e.g. as the credited author or subject of an image that appears in an exhibition, on the club website or a in connection with a competition or their other contribution to the club’s activities. In the case of joint endeavours or collaborations, personal data (usually restricted to name and contact details) may be received from or sent to the Society’s trusted collaboration partners. Once any such transfer out of personal details has been made, these will be outside the control of the Society and subject to those organisations’ data protection policies. Names may also be mentioned in the Society’s or trusted collaboration partners’ Flickr, websites or social media activity or publications. Other recipients of personal data (usually restricted to name and perhaps contact information or inclusion of person’s image (e.g. in a photo accompanying a press release)) include (depending on circumstances/member’s contribution or role within the Society) :  The Lancashire and Cheshire Photographic Union (L&CPU), other governing, competition organisations or amateur photography clubs  Facilities and other suppliers  The bank and auditors  The press and publicity providers/media (e.g. local press) Page 2 of 6 Ref :” LPS Privacy Notice v3.0.docx” LYMM PHOTOGRAPHIC SOCIETY PRIVACY NOTICE – Information about personal data  Organisers of external competitions, exhibitions etc  Organisations included in joint endeavours with the Lymm Photographic Society or to which the Society is contributing Where a member’s work is entered by the Society into an external competition or exhibition, the Data Protection Policy/Privacy Statement of the organising body applies. The Society will not cascade to members via email or any other electronic messages any third party commercial marketing material offering goods or services. This does not preclude the Society from any general publicity activity on behalf of others not sent directly to members such as a posting on our Facebook page. Where do we keep our information? The Society understands the importance of holding information securely and mostly holds its data electronically, with limited paper-based information. Electronic :  The Society’s laptop (mainly image author’s name)  Microsoft OneDrive (password protected)  Potentially some Committee members/supporting members own PCs (e.g. their own email used for administration and management of the club)  Society’s website and social media Paper :  Attendance register  Accounting Ledger/receipt book  Name badges  Competition/Exhibition listings and image labels  Supplementary copies of meeting papers (e.g. AGM minutes) Where the Society uses tools such as Committee members’ own email systems, OneDrive, Flickr, Twitter, Facebook and similar, it is possible that the servers used may be located outside the EEA. This is outside the Society’s control and the Society will not use such facilities where it is aware that the privacy protection might subject members’ personal data to a high level of risk. How we decide for how long to keep it The Society bases its decision on whether to delete personal data it holds about its members on the period after which the person concerned is no longer a member. The period since last use is also the criterion used for the deletion of ad hoc personal information relating to others. Page 3 of 6 Ref :” LPS Privacy Notice v3.0.docx” LYMM PHOTOGRAPHIC SOCIETY PRIVACY NOTICE – Information about personal data Typically the club’s current mailing list is reviewed annually around the time of the AGM and obsolete names, email addresses etc removed. Obsoletion is generally where a name has been added but the Society has since had no contact from/with them other than the issue of routine emails. The Society aims to delete old copies of mailing lists after a maximum of 5 years. However the Society’s Secretary will endeavour to contact lapsed members/others on the mailing list and seek their consent for continued receipt of Society emails at a more regular frequency. References to a member or individual which are a matter of record (e.g. expenses paid, references in minutes/similar, their (or related) postings in social media relating to and owned by the Society, mention on the website*) will not be retrospectively deleted. Individual records of information gathered about others will be removed after use where practical and where not published, kept as a matter of ongoing reference or historic/archive record or embedded incidentally in emails or other collective records.