Data Protection Policy

 

DATA PROTECTION POLICY
The Solihull Photographic Society (the Society) is established with the objects set out in its constitution. The Society will comply with the General Data Protection Regulations (GDPR) which are incorporated in the Data Protection Act 2018. Within the meaning of this Act the
Committee takes on the role of data controller on behalf of the Society and the Membership Secretary and Programme team members are data processors.

Why we hold personal data:
To allow for the effective administration of the Society. This includes:

  • Managing membership records and meetings attendance, payment of relevant membership fees, details of entry into club/ interclub competitions and other events,
  • Programme development, communication with and payment for services of both speakers and judges. Promotion of events on the website and social media,
  • Historical archives, for example but not limited to, records of meetings, handbooks, catalogues, awards and other event results.

What personal data we hold and how we use it:
We hold data on members and past members, collected by means of an annual membership
application form. We also hold data on speakers/judges who support Society meetings
collected via a separate form for each event on an annual basis. Specifically:

  • Name and photographic distinctions,
  • Address,
  • Email address,
  • Telephone numbers – mobile and land line,
  • Bank details,
  • Member attendance records, event entries and use of member images for internal and external competitions, as well as website and social media,
  • Images provided by or agreed with speakers and judges to promote their visit via website and social media.

We use this data to:

  • For members to ensure proper management of the Society,
  • For speakers/judges to request their services for an event being organised by the society and after booking to check arrangements for their visit. Also to pay the agreed fee after the event via BACs. All payments are made by our Treasurer, or his approved representative,
    via a secure on-line bank payment system.

The society does not sell or distribute any contact information. Personal details are used solely
for the administration of the Society, and are only distributed to Committee members, and to others approved by the Committee, for specific purposes. Any such information is to be retained by individuals only for as long as it is necessary for that purpose and deleted from
personal storage devices once it is no longer needed.

How we store personal data:
Personal data is only stored for as long as it is relevant.

For Members:

  • All data is held securely on the Membermojo IT system. It is accessible only by the membership secretary and a nominated deputy.

For Speakers/Judges:

  •  Information from speaker and judge’s forms are transferred onto an Excel spreadsheet.
  • The forms and spreadsheet are saved on the society’s secure Dropbox account which is only accessible by the Society’s Programme Team.

Access to personal data:

Members or Past Members:

  • Those wishing to verify the information held by the Society about them may apply to the Membership Secretary.

Speakers and Judges:

  • Can update their personal data by contacting one of the Programme Team to make the changes or by amending the Speaker/Judge form and sending it to one of the team,
  • Any request to delete personal data is made to a member of the Programme Team and the form and data stored on the database will be deleted within a month of the request being received,
  • Requests to delete personal data may result in the society not being able to book the speaker or judge for an event in the future

Review Date: April 2026