Highcliffe & Infinity Photography Club

PRIVACY POLICY

Highcliffe & Infinity Photography Club 22 May 2018 Privacy Policy

The Highcliffe & Infinity Photography Club (H&IPC) is established with the objectives as set out in its Constitution, to serve the interests of its Members. H&IPC is a data controller within the UK.

The personal information referred to in this Policy may include name, distinctions, contact details, affiliations, service records, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of H&IPC. This may include passing of such information to PAGB, SCPF, or other affiliated photographic clubs where such communication is relevant to e.g inter-club competitions, exhibitions, and events.

These data are expressly not passed or circulated to other external bodies or to any agency concerned with marketing activities.

Any person wishing to verify the information held by H&IPC, or who wishes to correct or update that information, may apply to the Chairman or Secretary. H&IPC collects and uses personal information for several purposes:

1. The List of Members

a. The List of Members may include names, distinctions, contact details, affiliations, service records, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of H&IPC. These data may be segregated into one or more actual listings.

b. The List is held by the Chairman and other Committee members as shall be necessary, such as Treasurer, Secretary, Membership Secretary, Competition Secretary, and those volunteering their services for purposes regarding the running of the Club. The data held also includes an archive record of the names of those gaining awards, distinctions, and similar awards.

c. The List of Members is used solely for the purposes of H&IPC, within the club.

d. The List shall be maintained up to date. When holders of the List move to a position that does not require use of the data in the list they shall ensure that the List is transferred to the new incumbent. Any copy they hold of the List shall be destroyed.

2. H&IPC Web Site

a. Committee members’ contact information is published on the H&IPC web site.

b. Members’ names may be published on the H&IPC web site in connection with competition results or other similar achievements, relating to both current activities and historical archive data.

c. H&IPC Events are published on the H&IPC web site and may include personal information of Members and persons who are supporting the Club in its activities.

3. General Business

a. H&IPC may hold personal information for anyone contacting H&IPC, or whom the PAGB, SCPF, or other affiliated clubs contacts for the purpose of conducting its general business.

b. This information is used to satisfy a requested service or a contractual requirement.

4. Data Retention

a. General business records will normally be held for a minimum of eight years.

b. H&IPC may retain historical archives indefinitely, for example but not limited to, records of meetings, handbooks, catalogues, awards and other event results.