Privacy and Data Protection Policy

This document describes how Towcester & District Photographic Society will use and protect members’ personal data. In particular it defines acceptable use criteria for email sent to the addresses provided by the members to TDPS.

1. TDPS will use members’ personal data to communicate with members in relation to the legitimate
   interests of TDPS. E-mail has been chosen as the principal means of communication which is both
   immediate and cost effective.
   
2. E-mail is the only means by which invitations are issued to members for joining online meetings.
   
3. Members of TDPS are invited to provide email addresses when joining TDPS and to inform the
   Chairperson of any change to their email address.
   
4. A list of the email addresses provided by current members is maintained by the Chairperson and/
   or Secretary and is made available to other Officers of the Club on a needs basis for the sole
   purpose of communicating with members matters relating to TDPS and its business. This list shall
   be version controlled and dated to ensure that the correct version is used at any point in time. The
   Officers are those detailed in the constitution and voted for by the members at the most recent
   AGM.
   
5. Members’ personal data will not knowingly be provided by TDPS Officers to other organisations or
   individuals, except when necessary and in relation to the legitimate interests of TDPS (for example
   when entering the work of a member in an inter-club competition, that member’s name will need
   to be disclosed).
   
6. Officers of TDPS will delete old versions of the list of members’ emails from their electronic devices
   within three months of receiving a new version of the list; and will ensure all members’ email
   addresses are deleted from their computers when they cease to be Officers of TDPS.
   
7. Emails between Committee members (“Committee Emails”) shall use the “To:” or “cc:” fields for all
   recipients, thereby facilitating use of the “Reply all” feature, which enables all Committee members
   to share their views with all other Committee members, outside of a Committee meeting.
   
8. E-mail messages sent by officers of TDPS to members are divided into two categories:
   a) “Individual” messages will be sent when there is only one recipient.
   b) “Whole club” messages are messages sent to all members with an email address who agree to
   it being used in this way.
   
9. All e-mail messages sent by officers of TDPS to members are governed by the following Rules:
   a) “Whole Club” messages should be reasonably expected to interest a majority of the TDPS
   membership.
   b) Chain letters, pyramid schemes or make money fast schemes, and commercial email will not be
   permitted in any category.
   c) E-mails will be clearly written, not overly long and not containing attachments totalling over
   5Mb in size.
   d) Messages other than individual messages or Committee Emails will use the “bcc” field in order
   not to disclose the email address of one recipient to another. If the “bcc” field is not available,
   then individual messages must be sent.
   
10. Members who wish to be removed from the email address list will be removed and receive no
    further e-mail of any kind from the Club.
    
11. The subject line of all emails from the officers of the Club will contain the words “Towcester and
    District Photographic Society” or “TDPS” to assist members in filtering such messages.
    
12. Members’ membership application forms are held by the Treasurer or Secretary, with the
    Chairperson holding a photocopy. Information collected on the membership application form is as
    follows: member’s name, postal address, email address, mobile telephone number and landline
    telephone number. With the exception of the member’s name and email address, information on
    the membership form will not be held in electronic form.
    
13. When a member ceases to be a member of TDPS their name and email address will be removed
    from the email address list maintained by the Chairperson within three months of them ceasing to
    be a member. Their membership application form (and any copy thereof) shall be securely
    destroyed within six months of them ceasing to be a member.
    
14. A member may request that TDPS discloses to them the personal data held in respect of that
    member. This should be done by contacting either the Chairperson or Vice Chairperson, who will
    provide the data within one month of receiving the request. If any personal data so disclosed is
    inaccurate, the member should inform the Chairperson or Vice Chairperson of the correction
    needed, who will ensure that the TDPS records are updated within one month of receiving the
    request.

Policy approved by the committee of Towcester and District Photographic Society May 2021.