The Club seeks to comply with the best practice in data protection, both customary and statutory. Our secretary is responsible for data protection compliance and will answer any questions on this subject. Anybody has a right to complain to the Information Commissioner’s Office (ICO) of the UK if they think there is a problem with the way the Club is handling their data.
When members join the Club they complete an application form. The form explains that all of the information provided by the member in this way is stored in a computer database for the general administrative purposes of the Club and to facilitate communication. This statement is then repeated in the Club’s official welcome letter to the new member.
Only current officers of the Club have access to this database. Information within it is never divulged to anybody else without the explicit permission of the member concerned.
The information requested on the application form and held in the database is as follows. Required items are indicated as such: all of the remainder is voluntary and the member may choose to provide it or not as they wish.
- Member’s name (required)
- Postal address (required) : this is needed so that the Club’s printed journals may be posted to the member
- Email address
- Telephone number
- Areas of interest
- Related websites and other Club memberships
Apart from the Fairey News, members are asked to accept communication by email, for reasons of speed and cost, but may opt for postal communication instead. This choice may be changed at any time by request to the Secretary. All information about a member is removed from the database within six months of that membership lapsing, for whatever reason.
The Club also maintains a mailing list of non-members who are sent information by email. Permission to do this is obtained from the individual in advance, and may be revoked at any time by request to the Secretary. An ‘Unsubscribe’ link for this purpose is included in every mailing.
The information held about non-members who have requested information is as follows.
- Name, or the office held
- Email address (mandatory)
- Reason for interest
Checking and correcting personal data
Both members and non-members may ask to see a copy of the information, which the Club holds, about them at any time by request to the Secretary. There is no charge for this. Inaccurate information will be corrected or deleted immediately.
The Club is concerned with the security of personal information and makes every reasonable effort to prevent unauthorized access. Any suspected unauthorized use, distribution, damage or destruction of personal information held by the Club should be brought to the attention of the Secretary as soon as possible.