The New General Data Protection Regulations (GDPR)
The Windsor and Eton Society (the Society) hereby inform you of the procedures and measures we have put in place to comply with the new General Data Protection Regulations that came into force on 25 May 2018.
Under the terms of the legislation, the Society is required to notify you about what information we keep about you, how we collect that information, why we keep it, its purpose and use and what measures we have in place to ensure the security of that data. We are also obliged to inform you of your new rights of access, inspection, correction, blocking and deletion of the data, and to inform you that we retain HMRC Gift Aid information. We must also inform you of the Society’s policy relating to secure deletion and disposal of your data so that it is not kept unnecessarily.
- The Data Processor and Controller: is the Society’s Membership Secretary.
- What information we keep:
The information we hold is obtained from your membership application form and consists of your name and address, your email address (if any), your partner’s name (where applicable), current membership and subscription details and gift aid declaration record (where applicable).
- How we collect it and store it:
The information is collected, held and processed by the Membership Secretary electronically on a password-protected computer.
Personal information supplied on any form and provided by you during your membership, will be used to contact and communicate with you about any enquiries or your membership.
It will also be used for administration of the Society’s membership records and distribution of information to you from and about the Society
It will not be disclosed to individuals or organisations outside the Society. The contents of the database are held on computer file which is securely backed-up. You can view your data, on request to the Membership Secretary.
Officers who hold sub-sets of the data are:
- Membership Secretary holds the master list.
- The Secretary holds a list of all email addresses.
- The Newsletter Editor holds the list of email addresses of all members who have agreed to receive the newsletter electronically.
- The Treasurer holds all Gift Aid declarations from members together with the data needed for Gift Aid (GA) claims from HMRC. This consists of: Title, name, address, date of the GA declaration and the amount and payment date of each annual subscription.
- The Outings Secretary hold the names and postal addresses of all members.
- How long we keep data:
Application forms are held for 6 years. All other correspondence is held for one year.
We retain each member’s data for the duration of their membership and for a further 6 years thereafter, in order to comply with HMRC’s retention rules regarding Gift Aid records.
- Your rights over your data:
Under the new regulations, you have the right to inspect your personal records, have inaccuracies corrected, to block its use for processing and to have it deleted from our records. Your contact in this regard, is the Society’s Data Processor and Controller (see 1 above).
- Marketing and Advertising:
The Society will not pass your data to any outside agency for the purposes of marketing or advertising.
- International Communication:
The Society’s data will not be transmitted outside UK borders. We may correspond directly with the one or two members who now reside abroad.
The Society greatly appreciate your continued membership and support.
Please do not hesitate to contact us if you have any further enquiries.