Data Protection Policy
January 2026
1 INTRODUCTION
This document has been prepared in accordance with the requirements of the General Data Protection Regulation (GDPR), which will come into force in the UK on 25 May 2018, and states how your personal data is stored and used by the Moulsham Lodge Camera Club (the Club).
2 PERSONAL DATA HELD BY THE CLUB
The personal data held by the Club will be your contact details e.g. name, geographical address, e-mail address, telephone numbers. The Club may also hold a record of internal and external competitions that you have entered together with the results and awards given. It may also hold photographic image files entered in such competitions and posted on the Club’s website.
3 STORAGE OF PERSONAL DATA
Your personal data may be held electronically or as printed documents by the designated GDPR Joint Controllers as follows:
Club officer Use of personal data
President Communications with Members.
Chairman Communications with Members.
Secretary Communications with Members and historic archive.
Treasurer Record of payments made to the Club by Members.
Webmaster Posting of images and competition results on the website.
Media Sec. Informing Members of activities and news items of interest.
Competition Sec. Receipt, use and retention of Members’ digital image files. Receipt, use and return of Members’ prints.
The GDPR Joint Controllers shall only use the Members’ personal data for the purpose of discharging their duties as required by the Club. Members’ personal data shall not be disclosed to any third party. The membership list will be updated yearly upon January enrolement and amended with joining and leaving members as appropriate during the year.
You have the right to require that your personal data held by the Club be deleted or destroyed, by giving your instruction in writing to the Secretary of the Club.
4 COMMUNICATION WITH MEMBERS
The GDPR Joint Controllers may communicate with Members through their recorded contact details, as permitted by Article 6 (1) of the GDPR.
E-mails sent to Members shall not disclose the e-mail address of any other person. The distribution of group e-mails shall, therefore, by employing the BCC (blind copy) category.
5 CONSENT TO RECEIVE MARKETING INFORMATION
It is not permitted under the GDPR to send to Members third party marketing information without their consent or a legitimate interest. The type of third-party marketing information we intend to continue to send however, concerns events held by other clubs etc. As such, we assume you have a legitimate interest in receiving and we have a legitimate interest in sending such information, unless you tell us otherwise.
Past versions
22nd April 2018
Moulsham Lodge Camera Club (MLCC) is established with the objects set out in its constitution,
and is a data controller within the UK.
The personal information referred to in this policy may include name, contact details,
records of entries to events and competitions, and such other information as may be
necessary for the effective management of the legitimate interests of MLCC.
Any person wishing to verify their personnel information held by MLCC may apply to the Club Secretary.
MLCC holds personal information about:
It’s members and those offering or providing their services to MLCC eg: as judges, speakers or photographers.
This information is used solely to facilitate administration and services and is not provided to 3rd parties.
MLCC may retain historical archives for example but not limited to, records of meetings,
handbooks, catalogues, awards and other event results.
1 INTRODUCTION
This document has been prepared in accordance with the requirements of the General Data Protection Regulation (GDPR), which will come into force in the UK on 25 May 2018, and states how your personal data is stored and used by the Moulsham Lodge Camera Club (the Club).
2 PERSONAL DATA HELD BY THE CLUB
The personal data held by the Club will be your contact details e.g. name, geographical address, e-mail address, telephone numbers. The Club may also hold a record of internal and external competitions that you have entered together with the results and awards given. It may also hold photographic image files entered in such competitions and posted on the Club’s website.
3 STORAGE OF PERSONAL DATA
Your personal data may be held electronically or as printed documents by the designated GDPR Joint Controllers as follows:
Club officer Use of personal data
President Communications with Members.
Chairman Communications with Members.
Secretary Communications with Members and historic archive.
Treasurer Record of payments made to the Club by Members.
Webmaster Posting of images and competition results on the website.
Media Sec. Informing Members of activities and news items of interest.
Competition Sec. Receipt, use and retention of Members’ digital image files. Receipt, use and return of Members’ prints.
The GDPR Joint Controllers shall only use the Members’ personal data for the purpose of discharging their duties as required by the Club. Members’ personal data shall not be disclosed to any third party. The membership list will be updated yearly upon January enrolement and amended with joining and leaving members as appropriate during the year.
You have the right to require that your personal data held by the Club be deleted or destroyed, by giving your instruction in writing to the Secretary of the Club.
4 COMMUNICATION WITH MEMBERS
The GDPR Joint Controllers may communicate with Members through their recorded contact details, as permitted by Article 6 (1) of the GDPR.
E-mails sent to Members shall not disclose the e-mail address of any other person. The distribution of group e-mails shall, therefore, by employing the BCC (blind copy) category.
5 CONSENT TO RECEIVE MARKETING INFORMATION
It is not permitted under the GDPR to send to Members third party marketing information without their consent or a legitimate interest. The type of third-party marketing information we intend to continue to send however, concerns events held by other clubs etc. As such, we assume you have a legitimate interest in receiving and we have a legitimate interest in sending such information, unless you tell us otherwise.
Past versions
22nd April 2018
Moulsham Lodge Camera Club (MLCC) is established with the objects set out in its constitution,
and is a data controller within the UK.
The personal information referred to in this policy may include name, contact details,
records of entries to events and competitions, and such other information as may be
necessary for the effective management of the legitimate interests of MLCC.
Any person wishing to verify their personnel information held by MLCC may apply to the Club Secretary.
MLCC holds personal information about:
It’s members and those offering or providing their services to MLCC eg: as judges, speakers or photographers.
This information is used solely to facilitate administration and services and is not provided to 3rd parties.
MLCC may retain historical archives for example but not limited to, records of meetings,
handbooks, catalogues, awards and other event results.