Data Protection Policy Statement
Obligations under the General Data Protection Regulations May 2018 (GDPR)
We respect your trust in us to use, store and share the information you have provided to us.
Contacting us about any privacy issues
If you have any issue with the how we collect, use, share and protect your information, you can either use the Contact Us link on the website, sending the request using the subject button “General”, or contact a committee member at one of the meetings.
How we collect information about you
Your personal data (any information which identifies you, or which can be identified as relating to you personally for example, name, address, phone number, email address) may be collected and used by us. We’ll only collect the personal data that we need. You can give us your personal data by filling in forms on our website or by completing a paper application form. You may occasionally be asked by a committee member or group leader to be in a photograph that will be posted on the website, you can always refuse to give this consent.
We will always ask for your consent to collect and use the data supplied. This may be in the form of an agreement when joining or renewing your membership.
How we keep your information safe
We protect your information with security measures required by GDPR. We keep our computers, files and buildings secure. We have received assurance from the provider of the web hosting service that their computers, housing your data, complies with all the security measures required by GDPR.
Retention of your data
To meet our legal and statutory obligations, we hold your information whilst you are a member of Macclesfield Astronomical Society and for a period of time after that. We do not hold it for any longer than is necessary.
Meeting our Legal obligations
To use your information lawfully we rely on one or more of the following legal reasons:
- legal obligation
- protecting the vital interests of you or other members
- our legitimate interest
- your consent
To meet our legal obligations we collect some of your personal information, verify it, keep it up to date through regular checks and delete it once we no longer have to keep it.
You can request details of the information we hold on you by contacting the Membership Secretary and you can request that we amend or alter your information by using the email link in the ‘Contact Us’ page on maccastrosoc.com sending the request using the subject button “Membership”, or by giving the information in writing to the Membership Secretary at a meeting.
When you completed your membership application form you gave your consent that Macclesfield Astronomical Society, in using your data, would:
- Store it securely and use it for membership purposes.
- Use it to communicate with you as a Maccastro member.
- Share it with group organisers for those groups that you attend.
How we use your information
We use the information about you to:
- record your membership of the society
- contact you, including sending renewal information, by mail or email
- contact you by mail or email to issue an internal newsletter
Officers of Macclesfield Astronomical Society authorised to receive personal information from the database must take reasonable precautions to keep this information secure and confidential. Members must take care not to disclose to unauthorised parties the information, intentionally or otherwise, and must ensure that any information received or gathered is destroyed once the purpose for which it was provided is fulfilled.
Your information and third parties
No information from the database is made available outside of Macclesfield Astronomical Society.
Your Personal information rights
You can exercise your rights by using the Contact Us link on the website, sending the request using the subject button “General”, or by contacting a committee member at a meeting.
You can request a copy of the personal information we hold on you by using the Contact Us link on the website, sending the request using the subject button “General”.
Updating and Correcting Personal Data
Updating and correcting the data we hold about you can be done either:
- by using the Contact Us link on the website, sending the request using the subject button “Membership”.
- by contacting a committee member either at a meeting and giving written details of the changes.
You can remove your consent to the Privacy Statement. This will result in your membership of Macclesfield Astronomical Society ceasing.
Deleting your Information
You may ask us to delete your personal information. This will result in your membership of Macclesfield Astronomical Society ceasing.
Making a complaint
If you have a complaint about the use of your personal information, please contact a committee member as soon as possible, or by using the Contact Us link on the website, sending the request using the subject button “General”, giving us the opportunity to put things right.
We ask that you supply as much information as possible to enable us to resolve the complaint quickly.
(effective 25th May 2018)