Southern Counties Costume Society – Privacy Notice May 2019

What personal data do we collect?

We collect your personal data from you when you join, book events, or supply updates to us. We hold the following
• name and title

• postal address

• telephone number(s)

• email address

• any relevant interest, expertise and experience you have chosen to tell us about

• membership status

For some events you may supply dietary requirements. This information will only be held for the purposes of the
event and will not be retained in our records.

What is your personal data used for?

We use members’ data for the administration of your membership; to send your newsletters and email news and for
the organisation of events. We do not disclose your information to any third parties unless we have your permission
to do so.

How is your data stored?

We are committed to ensuring that your data is secure. Your data is stored on computer by three committee
members – the membership secretary, the newsletter editor and the email news editor. Their computers are
protected by usernames, passwords, firewalls, and antivirus and anti-malware software which is routinely updated.
Other committee members receive a paper list of members’ details and these are stored securely at their home
Who is responsible for ensuring compliance with relevant laws and regulations?
All committee members work together to ensure compliance. We do not have to appoint a Data Protection Officer.

Who has access to your data?

Members of the committee are the only people with permanent access to your data. Our printers will be supplied
with members’ names and addresses four times per year to print address labels and post your newsletters and
January mailing to you. Your data will not be retained by the printers. If you do not wish your name and address to
be passed to our printers please advise the membership secretary whose contact details can be found in the back
page of the newsletter or by using the contact form on the society’s website and our records will be updated

What is the legal basis for collecting the data?

Each member is asked to confirm their agreement to their data being held for the purposes outlined above. Once
consent is given it remains in place until you resign your membership or advise us that you remove your consent.
Your rights to access, rectification or erasure
You have a right to access the information we hold about you and to request a copy of that information. You also
have a right to request correction or rectification of the information we hold and can request erasure of the
information we hold at any time. Any such requests should be made to the membership secretary whose contact
details can be found in the back page of the newsletter or by using the contact form on the society’s website.

How long will we keep your data for?

We will retain your details for the duration of your membership. Membership subscriptions are due on 1st February
each year, however, if you do not notify us of your resignation we will retain members’ details until at least two
renewal reminders have been sent out. Those members who do not notify us of their resignation but who do not
reply to our reminders will be removed from our records by 31st July. Event booking details will be destroyed as soon
as practical after the event has taken place. Subscription details entered in our accounting records will be retained
for the legally required period.

Photographs and publications

Our newsletters and website contain photographs of our events. If you do not wish your image to appear in the
newsletter or on the website please let any committee member know at the event.