The Bathford Society
The General Data Protection Regulation (GDPR) requires the society to publish a Privacy Notice with information about the personal data held by the society.
This privacy notice refers to the contact details held for members and the non-members who pay to attend one or more of the talks.
Membership is normally renewed each year at the start of the new Programme of Talks in September. Each member pays a membership fee which covers the entry to the talks and enables the member to vote at the AGM. Access to the website is free and is NOT dependent on membership.
The data is name and address, possibly a telephone number and/or email address and an indicator for whether consent has been given to claim Gift Aid for the society on the fees paid. It is normally collected by the member telling us or writing it on paper at the door prior to one of the talks. There will be a paper form for the Gift Aid declaration.
We use the information to check whether someone has paid to be a member, whether we have consent to claim Gift Aid and to distribute the printed Programme of Talks. The records are held on a spreadsheet on a personal computer belonging to one of the Committee members and may be copied to or shown to other members of the Committee for these purposes. The records are not shared with anyone outside the society although, in principle, an auditor checking our Gift Aid claim could ask to see them. The computer account to access the spreadsheet is password protected and appropriate security backup copies maintained.
The records are retained for the period required by law for Gift Aided fees (currently 7 years) or for the period in which the person is a member or is attending the talks.
If the society has your contact details, you have the right to request a copy of the information and to request the contact details are amended if the information is incorrect. To do this, contact one of the Committee members or use the “Contact Us” link on the website.