Chesterfield Astronomical Society

Terms of Service

and

Privacy Policy

 

 

1. Terms

By accessing the website at http://www.chesterfield-as.org.uk you are agreeing to be bound by these terms of service, all applicable laws and regulations, and agree that you are responsible for compliance with any applicable local laws. If you do not agree with any of these terms, you are prohibited from using or accessing this site. The materials contained in this website are protected by applicable copyright and trademark law.

2. Use of Materials

The website includes images and documents owned by the Chesterfield Astronomical Society that you can access and download but they cannot be reproduced or distributed without the express permission of the society. Please email cas@chesterfield-as.org.uk for further information or permission requests.

3. Disclaimer

  1. The materials on Chesterfield Astronomical Society’s website are provided on an ‘as is’ basis. Chesterfield Astronomical Society makes no warranties, expressed or implied, and hereby disclaims and negates all other warranties including, without limitation, implied warranties or conditions of merchantability, fitness for a particular purpose, or non-infringement of intellectual property or other violation of rights.
  2. Further, Chesterfield Astronomical Society does not warrant or make any representations concerning the accuracy, likely results, or reliability of the use of the materials on its website or otherwise relating to such materials or on any sites linked to this site.

4. Limitations

In no event shall Chesterfield Astronomical Society or its suppliers be liable for any damages (including, without limitation, damages for loss of data or profit, or due to business interruption) arising out of the use or inability to use the materials on Chesterfield Astronomical Society’s website, even if Chesterfield Astronomical Society or a Chesterfield Astronomical Society authorized representative has been notified orally or in writing of the possibility of such damage. Because some jurisdictions do not allow limitations on implied warranties, or limitations of liability for consequential or incidental damages, these limitations may not apply to you.

5. Accuracy of materials

The materials appearing on Chesterfield Astronomical Society’s website could include technical, typographical, or photographic errors. Chesterfield Astronomical Society does not warrant that any of the materials on its website are accurate, complete or current. Chesterfield Astronomical Society may make changes to the materials contained on its website at any time without notice. However Chesterfield Astronomical Society does not make any commitment to update the materials.

6. Links

Chesterfield Astronomical Society has not reviewed all of the sites linked to its website and is not responsible for the contents of any such linked site. The inclusion of any link does not imply endorsement by Chesterfield Astronomical Society of the site. Use of any such linked website is at the user’s own risk.

7. Modifications

Chesterfield Astronomical Society may revise these terms of service for its website at any time without notice. By using this website you are agreeing to be bound by the then current version of these terms of service.

8. Governing Law

These terms and conditions are governed by and construed in accordance with the laws of England and Wales and you irrevocably submit to the exclusive jurisdiction of the courts of England and Wales.

9. Privacy Policy

9.1 Introduction

In 2018 the laws on personal data changed and the Chesterfield Astronomical Society (CAS) changed the way it processes data to ensure everyone who deals with society understands what data is used and for which purposes. Additionally, the society will ensure it has received permission from you and that you understand how to view your data and will make it clear how long we keep your data for. You can opt out of allowing CAS to use your data for the stated purposes or you can elect for some access and or some data to be removed as well as completely opting out from all uses of your data.

Permission to use your data includes the following:

  • Signing a consent statement on a paper form
  • Clicking an opt-in button or link online
  • Selecting from equally prominent yes/no options
  • Choosing technical settings or preference dashboard settings
  • Responding to an email requesting consent
  • Answering yes to a clear oral consent request
  • Volunteering optional information for a specific purpose (such as optional fields in a form)
  • Dropping a business card into a box

This is not an exhaustive list but shows that there are many ways in which you can give you consent and CAS uses some of these to obtain your consent.

People who we hold data for are known as data subjects. CAS is referred to as the data controller. There is a third role called the data processor that on this occasion is carried out by members of the society so performed by the same people as those deemed to be the data controllers.

CAS holds data for the following groups of people:

  • Current and former society members
  • Subscribers to our newsletter
  • Lead visitors for group visit requests
  • General enquirers

Each of these is addressed in this policy and each group’s rights are made clear.

9.2 Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation which is subsequently referred to in this policy as the GDPR.

9.3 Who are we?

The society committee is the data controller. This means it decides how your personal data is processed and for what purposes. You can find contact details for the committee below.

9.4 How do we process your personal data?

The committee complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: –

  • To enable us to provide a voluntary service for the benefit of the public in Chesterfield and surrounding area as specified in our constitution
  • To administer membership records
  • To fundraise and promote the interests of the charity
  • To manage our volunteers
  • To maintain our own accounts and records including the processing of gift aid applications
  • To inform you of news, events, and activities at the Chesterfield Astronomical Society
  • To respond to general enquiries made via the website contact forms
  • To manage bookings for group visits
  • To share other general astronomical information such as telescopes for sale or to communicate non-society astronomy-related information

Please note, not all of these purposes are relevant to everyone whilst others span all data subjects we hold data for. You can use the contact details below to confirm which purposes we use your data for, to opt out of any specific purposes, to view the data we hold about you and to request removal of any or all data we hold about you. We will also make clear any impact removal may have on how and if we can continue to communicate with you.

9.5 What is the legal basis for processing your personal data?

Explicit consent of the data subject so that we can keep you informed about news, events, activities and process your gift aid donations and keep you informed about society events as described in section 3 above.

Processing is carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided:

  • the processing relates only to members or former members or those who have regular contact with it in connection with those purposes and
  • there is no disclosure to a third party without consent.

9.6 Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of the society for the purposes described in section 3 above as is relevant to you.

We will only share your data with third parties outside of the society with your consent.

9.7 How long do we keep your personal data?

Specifically, we retain membership data while it is still current and gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.

Please note that for members whose membership has lapsed, we will continue to hold your data for a further short period and no longer than 6 months to assist you in renewal of your membership i.e. to send you reminders.

For subscribers to our newsletter, we keep your details for as long as you continue to subscribe and will delete them as soon as you cancel your subscription. We wil contact you no less than once a year to confirm your subscription. If you elect not to renew or we do not hear from you within the timesclaes specified when we write to you then we will cancel your subscription and delete your personal data.

For lead contacts who provide details for the purposes of organising group visits to the observatory or to arrange an offsite visit, we will hold your data until the event has passed and has been paid for.

For general enquiries and other contacts, we will hold the data for as long as necessary to conclude the purpose of the contact.

Please note we also have CCTV footage for security purposes which is held for a short period after the footage has been taken. This data is held on a revolving backup that overwrites itself.

9.8 Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

  • The right to request a copy of your personal data CAS holds about you
  • The right to request that CAS corrects any personal data if it is found to be inaccurate or out of date
  • The right to request your personal data is erased where it is no longer necessary for CAS to retain such data
  • The right to withdraw your consent to the use of your data at any time
  • The right to request that CAS provides you with your personal data and where possible, to transmit that data directly to another data controller, known as the right to data portability, where applicable. 
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
  • The right to object to the processing of your personal data, where applicable.
  • The right to lodge a complaint with the Information Commissioners Office.

Unsubscribing from our Newsletter

If you no longer wish to receive our newsletter then you can at any time write to cas@chesterfield-as.org.uk and put the word ‘Unsubscribe’ in the email title. We will then remove your subscription and all data we hold for you. This will be confirmed to you in an email by reply.

9.9 Further processing

If we wish to use your personal data for a new purpose, not covered by this privacy policy, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9.10 Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact CAS at cas@chesterfield-as.org.uk

You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

10. Amazon Associates

Chesterfield Astronomical Society is a participant in the Amazon Services LLC Associates Program, an affiliate advertising program designed to provide a means for sites to earn advertising fees by advertising and linking to amazon.co.uk.