PERSONAL DATA PRIVACY NOTICE

Definitions

In this notice, the following definitions apply:
“Personal Data” means information about you (as a living individual) from which you can – directly or
indirectly – be identified.
“we”, “our” or “the Society” means the Kelvedon and Feering Heritage Society including its officers and
committees.
“the Data Controller” means the Membership Secretary of the Society from time to time [See Contact
Details below]
“GDPR” means the General Data Protection Regulation as enacted in the United Kingdom by the UK Data
Protection Act 2018.

1. How do we process your Personal Data?

We comply with our Personal Data processing obligations under GDPR by:
– keeping your Personal Data up to date
– storing and destroying it securely
– not collecting or retaining excessive amounts of data
– protecting it from loss, misuse, unauthorised access and disclosure
– ensuring that appropriate technical measures are in place to protect it.

2. For what purposes do we use your Personal Data?

We use your Personal Data for the following purposes: –
– To administer the Society’s membership records;
– To administer the Society’s activities (including its annual photographic competition);
– To maintain the Society’s financial accounts (including the processing of gift aid claims);
– To inform you of Society news, events, activities and services (including, but not limited to, those
relating to local planning issues);
– To inform you of events and activities organised by other local organisations with aims similar to
those of the Society and which may be of interest to you.

3. What is the legal basis for our processing of your Personal Data?

Under GDPR our right to process your Personal Data can arise in various ways including:
– By having your consent to do so (e.g. to keep you informed about Society news, events, activities and
services). As stated on the Society’s annual membership card, paying your annual membership
donation to the Society is deemed to constitute such consent.
– Under statutory provisions where
(a) such processing is necessary to carry out our legal obligations (e.g. to process gift aid
claims) or
(b) such processing is carried out as a legitimate activity of the Society (for purposes consistent with
the aims of the Society) and there is no disclosure to any third party without your consent.

4. Sharing your Personal Data

We will treat your Personal Data as strictly confidential and will only share it with other members of the
Society for purposes connected with the Society and its activities. We will not share your Personal Data
with any third party without your consent.

5. How long do we keep your Personal Data?

We keep Personal Data for as long as is necessary for the operational needs of the Society.
In particular, we retain:
– name, postal address, e-mail address and telephone number data for as long as you remain a
member of the Society;
– gift aid declarations and associated paperwork for up to 6 years after the calendar year to which
they relate;
– Personal Data submitted to the Society in connection with its annual photographic competition for
up to 12 months from the closing date of that competition;
– Personal Data submitted to the Society in connection with its activities relating to local planning
issues until such time as that planning issue has been resolved.

6. Your rights in relation to your Personal Data

Unless subject to a specific exemption under GDPR, you have the following rights in relation to your
Personal Data: –
– to request a copy of your Personal Data held by the Data Controller;
– to request the Data Controller to correct any Personal Data which is found to be inaccurate or out
of date;
– to request the Data Controller to erase your Personal Data where it is no longer necessary for the
Data Controller to retain it;
– at any time, to withdraw your consent to the processing of your Personal Data
– where there is a dispute in relation to the accuracy or processing of your Personal Data, to request
that a restriction be placed on further processing of it;
– to lodge a complaint with the Information Commissioners Office [see Contact Details below].

7. Further processing

If we wish to use your Personal Data for a new purpose not covered by this notice, prior to commencing
such processing we will publish a new notice explaining this new use and setting out the relevant purposes
and processing conditions. Where and whenever necessary, we will seek your prior consent to such new
processing.

8. Contact Details

To exercise all relevant rights, queries or complaints please, in the first instance, contact the Data
Controller [The Membership Secretary – Tel: 01376 571436, E-mail: prideauxfamily@aol.com]
You can contact the Information Commissioners Office on 0303 123 1113 or via e-mail at https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire. SK9 5AF.
Issued: January 2019 v.2