Privacy

Privacy Notice

The society is not a company, nor a registered charity. This means, for example, that no formal accounts need to be maintained or submitted for inspection. However, this does not preclude the Society from conforming to the requirements and guidelines of Data Protection Law.

There are no membership subscriptions, so the distinction between “Members” and “Friends” may be defined as follows:-

Members are individuals who have attended more than one Society function and who have not told the secretary that they do not wish to be registered as members.
Friends are other individuals who have attended at least one Society function, or who have expressed an interest in the Society by contacting the secretary.

All Society records are maintained by the secretary. Such records include (but are not limited to) :-

Society annual programmes (copies of which are viewable on the Society website).
Outgoing correspondence, including newsletters.
Incoming correspondence.
Membership lists (see below).

Records before 1999 were only held on paper and were destroyed in 2015 after consultation with members (with no objections), except for a document “The History Of The Society” which was digitised and held on the Society’s website. Records from 1999 onwards are held in electronic form by the secretary and copies excluding membership lists are available for inspection by members and past members (but, at the sole discretion of the secretary, not by “friends” or others). When a copy of a record is requested, the secretary will examine the record and, if it contains any personally-identifiable information other than names (in particular, address, telephone number or email address), the secretary will attempt to contact the relevant individuals to ask for permission to include the information in the requested copy - if this permission is not granted, the information will be hidden or deleted from the copy of the record sent to the requester.

Under no circumstances will copies of records other than Society programmes be sent to any person or organisation other than to members, past members or “friends”.

The secretary maintains separate lists of members, “friends”, and past members. An entry on one of these lists includes :-

Name (and up to one previous name).
Address (and up to one previous address).
Home Telephone number (and up to one previous number).
Mobile Telephone number (and up to one previous number).
Email Address (and up to one previous email address).

Any person may request the secretary to state whether or not a list contains a relevant entry and, if so, its contents, and may request any fields in the entry to be amended, added or deleted. A member may also request his/her record to be moved to the list of “friends” or to the the list of past members.

Note that:-

If a member requests all fields in the record to be deleted, the person’s name (but no other fields) will be moved to the list of past members, the record will be deleted from the list of members, and the relevant person will no longer be a member or a friend.
If a “friend” requests all fields in the record to be deleted, the record will be deleted from the list of “friends”, and the relevant person will no longer be a member or a friend.
The name field may not be deleted from the list of past members.

The secretary also maintains a group email address list containing the email addresses of members and “friends” (but not past members) that have given permission for their email address to be included. When an individual first contacts the secretary by email, the secretary may decide that it is appropriate to add the email address to the group after asking for permission to do so. Note that, when an email is sent to the group, all recipients will be able to see the email addresses of all other members of the group. Anyone who is concerned about this should contact the secretary asking for the email address to not be included in the group - any email messages to such a person would then be sent individually.

Last updated 09 April 2017