The Cotteswold Naturalists’ Field Club (CNFC) has prepared this statement to record what personal data is held by the CNFC and how it is used. It also lays out the rights of individuals in respect of that data.
On May 25th 2018, new Data Protection regulations came into force, called the General Data Protection Regulations (GDPR). The GDPR lay out the controls that every organisation should have over the personal data they hold both on a computer and in hard copy form.
As a non-profit making organisation CNFC does not have to register with the Information Commissioners Office, if we:
which is all we do. However, the CNFC still must abide by the GDPR.
The Data held by CNFC is as follows:
For General Membership and Subscription purposes
Name, address, phone numbers - landline and mobile, where both supplied - and email address.
CNFC only uses this data to communicate with individuals and to organise the Club’s activities – excursions, meetings, walks, meals, and other events. All information is held securely on password protected computers. After a member has left, the information is reduced to the minimum necessary to identify past members.
For Excursions and other Events
In addition to the above: dietary needs; access/mobility needs.
Sharing of Data held by CNFC to Service-providers
Names of members participating in Excursions and other Events may be supplied to service-providers in limited circumstances – e.g., to ensure that dietary, and access/mobility needs can be met; to enable accommodation if included, to be allocated; and, where used, to third-party organisers of transport & accommodation packages. Also, to facilitate efficient entry to venues, membership of bodies such as National Trust, English Heritage, Historic Houses Association may also be supplied. Names and addresses of members are also provided to the printers of the Club’s annual journal ‘The Proceedings’ solely for the purpose of despatching the publication to members.
For the Record
A limited record of membership is included in the Club’s Newsletter and the annual Proceedings. This record includes: the names of members and former members who have died; changes in the Club’s Officeholders and in the membership of Council and its Committees; and any other noteworthy news items about members.
To facilitate the distribution of printed communications to members (e.g., newsletters), envelopes printed with the names and addresses of members are brought in bulk to meetings for collection by members and onward distribution. This means that a member’s name and address is visible to other members.
If any member wishes to be excluded from either of the above practices – for the Record, and for Communications - please contact the Membership Secretary.
Please note that the CNFC, with the limited exceptions noted above, does not share any personal data with any outside organisations, unless stated in its booking terms and conditions.
An Individual's rights over their data held by CNFC under GDPR.
· the right to be informed – about the personal data held by CNFC.
· the right of access - you can ask what data is held on you.
· the right to rectification - if incorrect CNFC is keen to correct any errors.
· the right to erasure - CNFC will delete any personal data if requested to do so by the individual.
· the right to restrict processing – CNFC will respond to any requests relevant to data held by CNFC.
· the right to data portability – i.e., this right enables individuals to obtain and reuse their personal data for their own purposes across different services – and is unlikely to apply to data held by CNFC.
· the right to object – you can object to any of your personal data being held by CNFC.
· the right not to be subject to automated decision-making including profiling- not undertaken by CNFC
We hope that the above outlines what data is held by CNFC on individuals and why, and the rights individuals have in respect of that data. This statement will be reviewed at least annually, and changes notified to members.
Who to Contact
Please contact the Membership Secretary or Treasurer to raise any queries concerning personal data held for Membership, Subscription, Record or Communications purposes. If the data is held by an Excursion / Event Organiser, please direct your enquiry to the relevant organiser in the first instance. Officers’ contact details can be found in the current Newsletter, annual Programme Card or on the relevant Booking Form. To help keep our records up to date please send changes in address and contact details to the Membership Secretary.