Data Privacy Notice
1. 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 currently governed by the Data Protection Act 1998 and will be covered by the General Data Protection Regulation (the “GDPR”) from 25 May 2018.
2. Data Controller
The Secretary of the Club is the data controller (contact details below) on behalf of the elected club committee. This means the Secretary, in consultation with the other committee members, decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The Beaconsfield & District M.R.C. 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 administer membership records;
- To promote the interests of the club;
- To maintain the club accounts and records;
- To inform you of news, events, activities and key information such as changes to gate access codes;
- To share your contact details with the other club members so that all members (with your consent) can stay in touch with one another outside of club meetings.
- To maintain appropriate records for the organisation of it’s annual exhibition, including data relating to appropriate non-members participating in the exhibition (such as, but not exclusively, exhibitors and traders).
4. 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 other key information;
- For the performance of a contract or agreement (for example a an agreement to trade at an exhibition organised by the club premises) to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract or agreement;
- Processing is necessary for carrying out obligations social protection law, or a collective agreement;
- Processing is necessary for the purposes of the legitimate interests of the Club (including its membership) or by a related third party (such as our landlords, Hall Barn Estates Limited) if this does not override the interests or rights and freedoms of the data subject.
- Processing is carried out by a not-for-profit body provided:
- the processing relates only to members, or former members, or those non-members who participate in a Club organised exhibition and
- there is no disclosure to a third party without consent.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with other members of the club to carry out the activities and purposes of the club as set out in it’s published rules. We will only share your data with third parties outside of the club and (to the extent that it is appropriate) with Hall Barn Estates Limited (members only and with your consent), to fulfil an obligation, or where we are pursuing our legitimate interests.
6. How long do we keep your personal data?
We keep data in accordance with the needs of the good order and running of the club.
Specifically, we retain member’s data and associated paperwork while it is still current, then for up to 6 years after the expiry or resignation of membership. In the case of all Exhibition related data and associated paperwork, we retain this for up to 6 years after the calendar year to which they relate – although name, address and telephone numbers may be retained indefinitely but only to allow contact relating to future exhibitions.
7. 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 which the Beaconsfield & District MRC holds about you;
- The right to request that the Committee of the Club 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 the Club to retain such data;
- The right to withdraw your consent to the processing at any time
- The right to request that the Data Controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability),
- 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 personal data,
- The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, 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. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the Secretary of the Beaconsfield & District Model Railway Club. The club website www.beaconsfieldmrc.org provides contact information. Telephone 01753 677709.
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.