The Needwood Singers: Data Protection Statement
The Needwood Singers (TNS) needs to keep certain information about its members to allow the organisation to run efficiently and effectively for the benefit of the members and Society as a whole.
In order to comply with Data Protection legislation this policy outlines what data is collected, how long it is kept, what purposes the data is used for and who has access to it.
TNS obtains contact details e.g. names, addresses, phone and mobile numbers and email addresses. This data is obtained, stored and processed solely to assist the society in the efficient running of the society for the members, e.g., for notification of meetings, rehearsals etc.
Personal data from members is generally collected when they join the society and recorded by the Chairman and Secretary. Personal details supplied by members are not passed to anyone else or other organisations without explicit consent of the member.
Only relevant personnel of TNS have access to members’ personal data, i.e., Chairman, Secretary and relevant committee members. Members will be supplied with a copy of any personal data held by TNS on receipt of a written request.
Members are expected to notify the Chairman and/or Secretary of any changes to their contact details as and when they occur. The Chairman and Secretary will take reasonable steps to keep members data up to date, accurate and to make corrections in a timely fashion.
Personal data will be stored only for as long as the member is a paid up member of TNS. Once membership has elapsed, all personal data held by TNS on that member will be destroyed and/or deleted. All records kept on computer are password protected.
Use of photographs
TNS will seek the written consent of members before displaying photographs or sharing images on social media, local press, publicity material etc., in which they appear. If this is not possible (e.g., a large group photograph) TNS will remove any photograph or media image if a member submits a written request
Date adopted by the Committee: 18th May 2018
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