Cambridge Orchid Society

Data protection policy

Cambridge Orchid Society is fully committed to comply with the requirements of the General Data Protection Regulation. The Society’s Committee, who are volunteers, will aim to ensure that all Members who have access to any personal data, fully abide by their duties under the General Data Protection Regulation. 

The Society will ensure that personal data is:

  • a) processed lawfully, fairly and in a transparent manner in relation to Members;
  • b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes;
  • c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • d) accurate and kept up to date; every reasonable step will be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  • e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed;
  • f) processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical measures.

Privacy Statement for Members

This privacy statement explains how Cambridge Orchid Society (‘the Society’) uses any personal information that is collected when you become a member of the Society.

Why information about you is needed and how it is used?

Cambridge Orchid Society needs to collect and store your personal contact information in order for the Society to administer your membership and to communicate with you on a regular basis, which includes sending information of the Society, its monthly meetings and events, and to notify members’ of annual subscription renewals. Occasionally, the Society may also inform members about other orchid-related events that may be of interest that are not directly connected with the Society.

The membership data is both stored securely and transmitted in encrypted and/or password-protected format.

Who will have access to your information?

In line with the new GDPR guidelines, applications for membership and members’ personal information will be processed and retained by the Treasurer, (who also acts as the Society’s Membership Secretary). Your personal contact information may appear as a hard-copy Membership List, also processed and retained by the Treasurer.

Data may be shared with members of the Society’s Management Committee, as required, in order that they may fulfil their individual roles associated with the management of the Society.

The lawful basis for the ‘processing’ of your data is entirely by consent given by you ‘opting-in’ at the time of joining the Society, and then annually at the time of your membership renewal.

How to access your information?

You have the right to request a copy of the information the Society holds about you. You may also ask the Society to correct or remove information about you, or withdraw your consent altogether, by contacting the Society’s Treasurer/ Membership Secretary.

A Member’s personal data will be deleted permanently from all Society databases after an appropriate time following the non-renewal/lapsing of your membership.

25th May 2018

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