GDPR and form
Penryn Camera Club Data Protection Policy 2023. GDPR and Acceptance Form
1 INTRODUCTION
Penryn Camera Club (hereafter called the Club) is established with the conditions set out in its constitution and is a data controller within the UK in accordance within the requirements of the General Data Protection Regulation (GDPR) 2018.
The Club is affiliated to the Photographic Alliance of Great Britain (PAGB) through the Cornwall Photographic Alliance (CPA), and the Western Counties Photographic Federation (WCPF).
2 PERSONAL DATA HELD BY THE CLUB
The personal data referred to in this Policy may include name, geographical address, e-Mail address and telephone numbers. The club may also hold records of internal and external competitions that members have entered together with results and awards given.
The Club also hold photographic files entered in competitions and posted on the club website and elsewhere as part of promotion or marketing etc. Such files may also be disseminated across other media outlets unless otherwise withheld by the member as indicated within their PCC Membership Application and Data Protection Policy 2023 Acceptance Form.
Any person wishing to verify their information held by the Club, or who wishes to correct, update or delete that information, may apply to the Secretary.
3 STORAGE OF PERSONAL DATA
Member’s personal data may be held electronically or as printed documents and images by the designated GDPR Joint Controllers for use as detailed below:
Club Officer; Use of Personal Data
Chairman; Communications with Members.
Vice Chairman; Communications with Members.
Secretary; Communications with Members.
Treasurer; Record of payments made to the Club by Members and related communication.
IT Secretary /Webmaster; Posting of member’s club activities, images and competition results on the website.
Newsletter Editor; Publishing member’s club activities, images and competition results etc in the club Newsletter.
Programme Secretary; Communications with Members regarding events and payments.
Competition Secretary; Communications with Members, Receipt, use and return of Member’s prints and digital files for competitions, display and result compilation.
Notes on data useage:
a) E-mails sent to Members shall not disclose the e-mail address of any other person. The
distribution of group e-mails shall be achieved by employing the BCC (blind copy)
category.
b) By the executive committee of Penryn Camera Club;
• This information is used to facilitate the administration of the club
• The information is compiled into electronic files held by stated individuals, published in the membership card and new member’s booklet and on the club website.
c) By individuals offering services to Penryn Camera Club such as judges, lecturers and affiliated clubs.
• Member’s membership number used to facilitate management of competition results.
d) By the Club photographers as the creators of images used in the activities of Penryn Camera Club.
• This information is managed subject to the General Conditions for Penryn Camera
Club Competition Rules.
4 DATA RETENTION
General business records may be held for a minimum of 8 years. The Club may retain historical archives indefinitely. For example, but not limited to, records of meetings, handbooks, catalogues, awards, digital photographic files and other event results.
5 MEMBER ACCEPTANCE
All prospective and existing members will be requested to complete the current PCC Membership Application and Data Protection Policy 2023 Acceptance Form.
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