Southern Counties Costume Society – Privacy Notice August 2023
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 details:
- name and title
- postal address – if supplied for event booking
- telephone number(s) – if supplied for event booking
- 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 all committee members. All committee members computers are protected by usernames, passwords, firewalls, and antivirus and anti-malware software which is routinely updated.
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.
ENews and the use of gmail and Mailchimp
In common with many organisations, we use a gmail email address for our communications with members. This means that your email address is stored within our gmail account. If you do not wish us to communicate with you via gmail please let us know. In future we intend to use Mailchimp for our ENews communications (Mailchimp website: https://mailchimp.com/ ). This is a well established service used by many organisations. Use of Mailchimp means that your email address will be stored within our Mailchimp account. If you do not wish us to communicate with you via Mailchimp please let us know. Only SCCS committee members have access to the SCCS gmail and Mailchimp accounts and this access is password protected.
Eventbrite booking
We use Eventbrite to sell tickets for many of our events. Eventbrite’s own privacy policy can be found here: https://www.eventbrite.com/help/en-us/articles/460838/eventbrite-privacy-policy/
We will request the minimum information required to manage the ticketing of our events via the Eventbrite system. Only SCCS committee members have access to the SCCS Eventbrite account and this access is password protected.
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 who can be contacted via southerncountiescostume@gmail.com 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. We will remove your details within one month of your notification to us of your resignation from our members list. For events where booking is managed outside of Eventbrite, event booking details will be destroyed as soon as practical after the event has taken place. Event booking income details entered in our accounting records will be retained for the legally required period. Information supplied via Eventbrite when booking an event will be retained within our Evenbrite account as part of our accounting records 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.
