Data protection policy statement

We collect personal data which you submit to us when you join the Powys Society. We are committed to protecting the rights and privacy of those whose personal data we hold. This personal data will be collected and handled securely. The Data Protection Act 1998 and General Data Protection Regulations (GDPR) govern the use of personal data.

What kind of personal data do we hold?

We collect title, name, postal address, post code, telephone number, and e-mail address for each member of the Society. We also collect and retain records of any questions or enquiries you send to the Society by letter. We hold this data for the purpose of record keeping and to enable us to send you Newsletters and the Powys Journal which are sent as part of your annual membership subscription.

Data Storage

Personal data about our membership is stored on an Excel spreadsheet detailing postal address, postcode, telephone number, e-mail address, information about when each member joined the Society, date when details may have been changed, confirmation of annual subscription payments and usual payment method. This file also indicates status of members — whether they are an Honorary member or whether they make annual subscription payments.

Security

Membership data files are stored on the secure password-protected personal computers of the Society’s Hon. Secretary, Treasurer, and Web Editor.

How we manage personal data

We do not share, transfer, sell or exchange personal data we hold with a third party, other web sites or other external bodies for commercial, marketing or market research purposes. We may periodically share contact details between members and committee members but only for the purpose of internal official business. We occasionally publish a list of the names and addresses of members of the Society. This is sent on restricted circulation to paid-up members only. The list states that the contents may only be disclosed to members of the Society and may only be used in connection with the objectives of the Society as set out in the Constitution of the Powys Society. We also invite all new members to inform Hon. Secretary if they do not wish their personal data to appear in the published list of members.

How we use personal data

We use personal data to enable us to send members the Newsletter and the Powys Journal. We use the Newsletter to invite members to comment on projects and initiatives of the Society and to get in touch with the Powys Society committee on any matters that are of concern to them. We do not separately use personal data to send unsolicited mail or appeal for contributions. We may occasionally use personal data to communicate direct with members, by post or e-mail, to provide information about our events and our activities.

The Powys Society website includes links to other web sites of related interest. We are not responsible for information you may provide to other web sites.

Subject Access Request

You have the right to make a Subject Access Request (SAR) to find out what information the Powys Society holds on you, where it is held, and what it is used for; and also to have data corrected or to prevent its use. Any SAR will be dealt with within 30 days.

If you consider any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible at the address below. We will immediately correct any information found to be in error.

How to make a complaint

If you have any concerns about how we have collected, used or otherwise handled your personal information you can make a data protection complaint to us using the contact details set out below.

You do not need to use legal terminology or refer to specific data protection laws when making a complaint. Please provide enough information for us to understand your concern and identify the personal information or processing to which it relates. We will:

  • acknowledge your data protection complaint within 30 days.
  • take appropriate steps to investigate the complaint.
  • keep you informed about the progress of the complaint where appropriate.
  • tell you the outcome of your complaint without undue delay.

Notifying the Powys Society you do not wish to be contacted

If you do not wish the Powys Society to communicate with you by post or e-mail please inform Hon. Secretary at the address below.

Marcel Bradbury
Hon. Secretary, and Data Protection Officer
The Powys Society

e-mail: PowysSec@btinternet.com

Postal address: 11 Fellowes Rise, Winchester, SO22 5SY