This policy will be reviewed biannually
Field End Photographic Society (FEPS) is established with the objectives set out in its constitution and is a data controller within the UK.
Field End Photographic Society (FEPS) is committed to being transparent about how it collects and uses the personal data of its members, and to meeting its data protection obligations. This policy sets out FEPS’s commitment to data protection in relation to personal data.
FEPS processes personal data in accordance with the following data protection principles:
- FEPS processes personal data lawfully, fairly and in a transparent manner.
- FEPS collects personal data only for specific, explicit and legitimate purposes. This may include name, contact details, Committee service records, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of FEPS.
- FEPS processes personal data only where it is adequate, relevant and limited to what is necessary for its legitimate purposes.
Personal data that we process:
| Data | Held by: | Purpose | How we use the data | Your consent |
| Committee members: Name, email, telephone number, address. | Programme and Membership secretary | Contact purposes for membership and wider through CACC. | Included in a printed handbook – circulated to members, interested parties, those named within it and to the CACC. The CACC distribute these details to affiliated clubs. | Consent – actively given by being a member of the Committee. |
| Name, email, telephone number, message. | Membership Secretary | Enquiring about the activities or membership of our club. | Legitimate interests – it is necessary for us to read and store your message so that we can respond appropriately. To handle memberships or other transactions that you initiate. | Consent – you have given your active consent by making the enquiry. |
| Name, email, address, telephone number, emergency contact. Club & Photographic Details: Year Joined, Competition Class, Photographic Honours, Positions held. | Membership Secretary,Secretary, External Competition Secretary,Treasurer | Taking up membership of the club. | For competitions, external competitions and club business where your details may be needed to register or enter an image.Send you links e.g. joining online meetings or events. | Consent – by paying your membership and becoming a member of FEPs you have given consent. To opt out of external competitions inform the External Competition Secretary. |
| Name, phone number (messaging), social media page/address | Membership Secretary | As a condition of Club membership, Members agree that the Club may contact them by email, What’s App or written form with information of various kinds related to Club activities. | To send you communications by email relating to our events and activities which we think may be of interest to you. | Consent – you have given your active consent by accepting membership of the club. To opt out inform the Membership Secretary. |
| Name, email | Group membership | Subscribing to email updates and WhatsApp about club activities and events. | Social communication related to the club’s activities. | Consent – you have given your active consent by accepting membership of the groups. To discontinue communications, inform the Membership Secretary or What’sApp group leader. |
For the sake of clarity, images produced by members are not included under the definition of personal data (but their name etc is personal data). By entering an image into a club competition, a member has explicitly agreed to the club’s use of that image, including publication on the club website. Images may be chosen for entry into external competitions which will involve passing on the author’s name to the organising body. If you do not wish to participate in external competitions contact the External Competition Secretary.
- FEPS keeps personal data only for the period necessary. FEPS may retain historical archives for example but not limited to, records of meetings, handbooks, catalogues, awards, and other event results. Membership subscription payment records will be retained for a period of at least 6 years.
- The Club will delete other information relating to the member within 12 months of the member leaving FEPS.
- FEPS adopts appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage.
- FEPS keeps a record of its processing activities in respect of personal data in accordance with the requirements of the General Data Protection Regulation (GDPR).
We will only pass your data to third parties in the following circumstances:
- The club needs to share this data to provide a service requested by the member(s) – in which case the committee will decide whether such a request is to be honoured.
- The club may be required to disclose limited personal data, for example, a member’s name, for eligibility to enter competitions, or in the event of an emergency.
- The club needs to respond to subpoenas, court orders, legal process, or to any legitimate request by authorities with which we must legally comply.
Rights you have over your data:
- You have the right of access to your information.
- You have the right to ask for rectification and/or deletion of your information.
- You have the right to lodge a complaint with the Club Chairman if you feel your rights have been infringed.
- The contact point for Data Protection shall be the Club Secretary. Upon written request from an individual to the Club Secretary, the Club will respond within 21 days to provide the personal information held on that individual.
- We may modify this Policy from time to time and will publish the most current version on our website.
Reviewed June 2024. Next review date: June 2026