General Data Protection Regulations
PROTECTING YOUR PERSONAL DATA
The Greenwich Society already takes all reasonable steps to ensure that data collected about its members is treated confidentially and the Executive Committee believes that we comply with current data protection legislation. However, the law on how organisations handle personal data is changing from 25th May 2018 when the new General Data Protection Regulation legislation comes into effect. We need, therefore, to tell you how the Society handles your personal data and to explain how the changes will affect how we work in the future.
Although the new legislation comes from the EU, the British Government has confirmed that application of the new rules will not be affected by the UK’s proposed withdrawal from that body.
Fortunately, an exemption from the need to register as a Data Controller with the Information Commissioner’s Office (ICO) is allowed us as we only collect and use that personal information which is necessary to administer the membership activities of our Society. Although not required to register as Data Controllers, we will, nonetheless, treat personal information collected in accordance with the principles of the new data protection legislation and it keep securely, sharing it only with those who need to use the information for the purposes of the society’s membership activities.
Primarily, the Society collects personal data from members when they join and subscribe to annual membership, recording name, address and contact details. We also record membership dates and some payment information. From time to time we will record event attendances and ticket payments and we use your contact information to allow us to distribute the newsletter and let you know about Society news and events. We do not, however, engage in marketing. Nor do we pass your information to any other group or organisation.
From now on, the Society will ask all new members to consent to the use of their personal information in this way and, as memberships are renewed, we will ask existing members to make this agreement as well – principally to allow the Society to contact you by email, post or telephone with news or notification of our events. You can change your mind at any time, you can ask us to correct any mistakes and – should you wish to end your Greenwich Society membership – you can ask the Society to remove your personal records (subject to our need to report to HMRC).
All this information is contained in our new Privacy Statement, which will become part of our membership procedure.