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.
All personal data about our membership is stored on two data files: a simple list of names and addresses in a Word document file and 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.
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.
Links to other websites
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.
Updating your information
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.
Notifying the Powys Society you do not wish to be contacted or have your personal data published in the membership list circulated to other members
If you do not wish the Powys Society to communicate with you by post or e-mail or have your contact details published in the membership list sent to members please inform Hon. Secretary at the address below.
Hon. Secretary, and Data Protection Officer
The Powys Society
Postal address: 87 Ledbury Road, London W11 2AG