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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:
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:
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: –
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:
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 for a maximum of 3 months after membership has lapsed. This is so that we can assist you in renewal of your membership i.e. to send you reminders. All Gift Aid declarations and associated paperwork are kept for 6 years after the accounting year to which they relate.
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 will contact you no more than once a year to confirm your subscription. If you elect not to renew or we do not hear from you within the timescales 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: –
Unsubscribing from our Newsletter
If you no longer wish to receive our newsletter then you can at any time write to firstname.lastname@example.org 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
9.10 Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact CAS at email@example.com
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.
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