Privacy Notice

Buckingham Camera Club

Last updated 11 Nov 2021

Who we are

At Buckingham Camera Club we are a supportive and friendly group, with a common interest in photography.  We range from young enthusiastic beginners to people that can share their knowledge to encourage and develop your skills with your camera and/or photography.

Buckingham Camera Club is the Data Controller for the purposes of Data Protection law.

For General Enquiries:

Email: secretary@buckinghamcameraclub.co.uk

Address: The Secretary, Buckingham Camera Club, Padbury Village Hall, Main St, Padbury, Buckingham MK18 2AN

For General Enquiries:

Email: secretary@buckinghamcameraclub.co.uk

Address: The Secretary, Buckingham Camera Club, Padbury Village Hall, Main St, Padbury, Buckingham MK18 2AN

Personal Data

Personal data is any information that can be used to identify you. It can include name, address, phone number, email address and IP address. The processing of personal data by organisations is governed by the Data Protection Act 2018 and the General Data Protection Regulation (GDPR). We take your privacy seriously and we will only use the information we collect about you lawfully. This Privacy Notice sets out how we use your personal data.

What information we collect and how we collect it

We will collect personal data from you directly when you join the club.

Example: When you join the club, you will be asked for your name, address, phone number and email address on a membership application form.

Example: When you join the club, you will be asked for your name, address, phone number and email address on a membership application form.

We sometimes collect data from other independent organisations. These organisations should only share your details with us when you have given them permission to do so. You should check their Privacy Notice when you provide your information to them, to ensure you fully understand what they will do with your personal data.

Example: You may be a competition judge registered with the CACC. Your name and contact details are published by the CACC and passed to affiliated clubs.

Example: You may be a competition judge registered with the CACC. Your name and contact details are published by the CACC and passed to affiliated clubs.

We may receive personal information about you when you visit our website.

Example: You visit our website and we collect your IP address.

Example: You visit our website and we collect your IP address.

As a general rule, we don’t ask for or keep sensitive data about you (e.g. health/medical information, date of birth, bank account details, political or religious beliefs, etc).

What do we use your data for?

We use your information to send you updates about the Club’s programme of events.

Example: When you become a member of the Club, the President and others may use your email address to send you reports from each weekly meeting and to advise what is coming up over the next few weeks.

Example: When you become a member of the Club, the President and others may use your email address to send you reports from each weekly meeting and to advise what is coming up over the next few weeks.

We may send you information about events that we believe will interest you.

Example: If you are a member, the President and others may forward emails from other amateur photographic groups such as the Photographic Alliance of Great Britain (PAGB).

Example: If you are a member, the President and others may forward emails from other amateur photographic groups such as the Photographic Alliance of Great Britain (PAGB).

We may use your information for administration purposes.

Example: As a member, your name will be added to a list of members circulated at Club committee meetings to enable us to better understand our membership.

Example: As a member, your name will be added to a list of members circulated at Club committee meetings to enable us to better understand our membership.

How do we process your data?

We store your information both in paper form and electronically. In electronic form, they are typically held in spreadsheets or on our website. In paper form, your information is held by the committee members.

Where your information is held electronically, it is password protected.

The lawful bases of our processing

Data protection law sets out a number of reasons, or lawful bases, for which organisations may collect and process personal data. The law allows for six different lawful bases in total but only three are relevant to the type of activities undertaken by Buckingham Camera Club.

1. Personal data is processed in line with a Contractual relationship.

Example: You become a member of Buckingham Camera Club. As you are entering into a contractual relationship with us, we will process your personal data and communicate with you for the purpose of Club administration.

Example: You become a member of Buckingham Camera Club. As you are entering into a contractual relationship with us, we will process your personal data and communicate with you for the purpose of Club administration.

2. Personal data is processed on the basis of it being in the Legitimate Interests of Buckingham Camera Club.

Example: It is a Legitimate Interest of Buckingham Camera Club to run competitions and it is necessary to invite independent judges to critique and score entries from members. If you are a judge and have provided your contact details to us via a directory, such as the one published by the CACC, we may hold and process your details in order to invite you to be one of our judges. You may ask us to stop inviting you at any time.

Example: It is a Legitimate Interest of Buckingham Camera Club to run competitions and it is necessary to invite independent judges to critique and score entries from members. If you are a judge and have provided your contact details to us via a directory, such as the one published by the CACC, we may hold and process your details in order to invite you to be one of our judges. You may ask us to stop inviting you at any time.

3. Personal data is processed on the basis of an individual’s Consent.

Example: When you join the Club, you will be asked whether you wish to receive emails from members of the Committee related to organisations beyond the Club, such as The Photographic Alliance of Great Britain.

Example: When you join the Club, you will be asked whether you wish to receive emails from members of the Committee related to organisations beyond the Club, such as The Photographic Alliance of Great Britain.

Your rights in relation to the personal information we hold about you

Data protection law gives you certain rights over the personal data held by organisations.

1. Right to be informed. You have the right to be told how your personal information will be used. This Privacy Notice and shorter summary statements used in our communications provide you with information regarding the type of personal data we collect, how we collect it and how we use it. If you would like further information please email dataprotection@buckinghamcameraclub.co.uk

2. Right of access. You may contact us to ask what personal information we are holding about you and to request a copy of that information. You must provide proof of your identity by sending us two pieces of approved identification. We have 30 days to comply with your request once we are satisfied that you have the right to see the requested records and have successfully confirmed your identity.

3. Right of rectification. You may ask us to correct any personal data where it is incomplete, incorrect or where it is out of date.

4. Right of erasure. You may request that we delete the information we hold about you. If there is no overriding legal reason why we cannot do that (if for example, you are in a legal dispute with the Club) we will delete your record. We may suggest keeping basic details for a suppression list, to prevent us from contacting you again, rather than complete deletion.

5. Right to restrict processing. In some situations, you have the right to ask for the processing of your personal data to be restricted, perhaps because you disagree with its accuracy or legitimate usage. We will still hold the data, but will not use it, until the restriction is lifted following the resolution of the disagreement.

6. Right to data portability. This right is mainly applicable to service providers, so that people may move from one service to another and so has limited application to Buckingham Camera Club. The exception is the information held about you (and that you have provided) on the Club’s website.

7. Right to object. You may object to the processing of your information where it is held on the basis of our Legitimate Interests i.e. lists of judges.

8. Right to automated decision making. Buckingham Camera Club does not process information in any way that would allow this right, therefore this does not apply to personal data held by us.

Who do we share your information with?

We will not share your data with anyone outside the Club Committee and Co-opted Members, except when required by Law, or except with our Insurance Company in the event of an insurance claim.

We will always hide your email address when sending communications to groups of, or all, members.

We never sell or otherwise provide your personal data to any other third party organisations.

Retention period for your personal data

The law requires that we keep your personal data for no longer than necessary. The length of time each category of data is held by us varies according to the purpose for which it was collected.

Your personal information is removed from our systems in line with our retention policy.

Example: You leave the club after being a member for several years. We will remove your access to the members area of the website within one month of you leaving the Club. We will delete all your personal information from our electronic and paper systems after one year from the end of the calendar year in which you left.

Example: You leave the club after being a member for several years. We will remove your access to the members area of the website within one month of you leaving the Club. We will delete all your personal information from our electronic and paper systems after one year from the end of the calendar year in which you left.

The security of your data

Personal data in our databases and on our systems is only accessible by Committee members and Co-opted Committee members who need to access your personal data as an essential part of their role.

To provide better protection to users of our website we have implemented a number of technologies that further enhance and harden the security. These can be broken down into three main areas:

1. SSL (Secure Sockets Layer) is the standard security technology for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browsers remain private and integral.

2. Security enhancements have been deployed to detect website security hacks and protect against these.

3. Password Protected Membership Area

What is a cookie and how is it used on our website?

A cookie is a text file containing a small amount of data which is downloaded to your computer when you visit our website. Our website uses cookies and tracking technologies. Cookies are useful because they help us arrange the content and layout of our website and recognise those computers that have been to our website before. They allow us to remember your preference settings and play an important role in helping us to enhance the usability and performance of our website and your experience using them. They also help us to identify which of our articles are the most popular and the types of journey visitors have to our website. More information about cookies, including how to block them or delete them, can be found at https://www.aboutcookies.org/.

Embedded content from other websites

Our website may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in exactly the same way as if the visitor has visited the other website. You should be aware that these websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content. This may include tracing your interaction with the embedded content if you have an account and are logged in to that website. You are advised to read and understand the Privacy Notices of any other website you access through our site.

We have provided you the choice to accept this embedded third-party content or not. This is done by prompting you with consent boxes for all embedded content, and no data is transferred before you have consented to it.  The checkboxes below show you all embeds you have consented to so far. You can opt-out any time by un-checking them and clicking the update button.

Children

We are committed to protecting the privacy of the young people who engage with us through our website and at club events. If you are a child under the age of 18 we request your age and you must obtain parental or guardian permission before joining the Club.

If you are under the age of 18, a membership application form must be completed by your parent or guardian. During the application process, certain personal information will be requested. This information will be processed by us under the lawful basis of a Contractual relationship (see ‘The lawful bases of our processing’ above). If you’re under the age of 16, all Club related correspondence is made with the person that gave permission and there is no communication made directly to you.

Example: You’re aged 15 and want to join the Club. One of your parents (or a guardian) will need to give written permission for you to join. As you are joining the Club, you are entering into a contractual relationship with us, and we will process personal data, such as your name and address, to tell you about Club events. We will send that information to the adult that gave you permission.

Example: You’re aged 15 and want to join the Club. One of your parents (or a guardian) will need to give written permission for you to join. As you are joining the Club, you are entering into a contractual relationship with us, and we will process personal data, such as your name and address, to tell you about Club events. We will send that information to the adult that gave you permission.

If you’re aged between 16 and 18 we may contact you if your parent or guardian has provided your email or mobile number.

Example: You’re aged 17 and you’re a Club member. One of your parents (or a guardian) has given written permission for you to join and provided us with your email address. We will use that address to send you information directly about Club events.

Example: You’re aged 17 and you’re a Club member. One of your parents (or a guardian) has given written permission for you to join and provided us with your email address. We will use that address to send you information directly about Club events.

Complaints

In the first instance please talk to us so that we can try and resolve the problem. If you wish to complain about the way we collect, store or use your personal data, please contact us at: secretary@buckinghamcameraclub.co.uk

Changes to this Privacy Notice

We review and improve our procedures regularly and may update this Privacy Notice from time to time. We encourage you to check this page for any changes in order for you to stay informed about how we are protecting the personal information you have entrusted to us. If there are significant changes in the way we process your personal information, we will contact you as well as placing a prominent notice on our website.