Privacy Policy

Last updated: 14th October 2026

1. Introduction

Pudsey Camera Club (the “Club”) is established in accordance with its constitution for the benefit of its members.

The Club collects and uses personal information to administer membership, organise meetings and competitions, communicate with members, maintain club records and operate its website.

The Club is the data controller for the personal information it holds for these purposes. This means that the Club is responsible for deciding how and why that information is used and for handling it in accordance with applicable data protection legislation.

This policy explains what information we collect, how we use it, who may receive it and the rights individuals have over their personal information.

2. Information we hold

Depending on a person’s involvement with the Club, we may hold the following information.

Contact and membership details

• Name and email address.

• Contact telephone number.

• Home address, where provided or required for membership administration.

• Membership status and information needed to administer membership.

Competition information

• Competition entries and results.

• Awards and distinctions achieved.

• Records of participation in club, inter-club and other photography competitions.

Photographic images

Photographs entered into competitions or otherwise submitted to the Club, together with the photographer’s name and any associated competition results or photographic credits.

Other information

Information voluntarily provided about a member’s photographic interests, club responsibilities or contributions to Club activities.

Names may also appear in meeting minutes, competition records, historical archives, committee listings and other club documentation. Information may be published on the Club’s website where appropriate to report club activities, acknowledge contributions or provide information about the Club.

3. How information is collected, stored and accessed

Membership contact details are collected when a person joins the Club. The Treasurer or other authorised committee member may maintain the membership records.

Information is held in electronic documents and records used for Club administration. The Club aims to restrict access to those who need the information for their club responsibilities and to take reasonable measures to protect it against unauthorised access, loss or disclosure.

Full membership details are accessible to authorised office holders, currently including the President, General Secretary and Treasurer. Other committee members may receive relevant information where required for a specific responsibility. Information is limited to what is reasonably needed for that purpose.

Competition information is collected when members enter competitions or receive awards. It may be recorded in entry lists, competition results, event documents and historical records.

The Club reviews who has access to its records and aims to ensure that personal information is not retained or shared unnecessarily.

4. How we use personal information

The Club uses personal information for the following purposes:

Membership administration

To maintain membership records, administer subscriptions and manage the Club’s activities.

Communications

To send members information about forthcoming meetings, club notices, events and other activities. We may send more specific information to a relevant group of members where it is not appropriate for everyone.

The Club may also forward information about photography-related events, exhibitions, opportunities and activities that are likely to be of interest to members.

Competitions and photography activities

Where a member enters a club, inter-club or external competition, we provide the information required by the competition organiser. This may include the member’s name, photographic entry and other details required for administration or judging.

Historical records

The Club maintains records of competition results, awards and other significant club activities. Names may be retained in historical records, minutes and archives to preserve the Club’s history.

Website and publicity

Members’ names may appear on the website in connection with committee roles, competition results, photographic credits and club activities. The Club may occasionally publish member profiles or other contributions.

Where appropriate, the Club will seek permission before publishing optional personal details, such as a link to a member’s personal website, or where publication is not reasonably expected.

5. Lawful basis for processing

The Club must have a lawful basis under data protection legislation for each purpose for which it uses personal information.

Depending on the purpose and circumstances, the Club may rely on:

• Membership arrangements: processing necessary to administer membership and provide the activities members have joined the Club to access.

• Legitimate interests: processing reasonably necessary for the Club’s legitimate activities, such as organising competitions, maintaining appropriate historical records and communicating about Club activities, where those interests are not overridden by the individual’s rights and interests.

• Legal obligations: processing necessary to comply with applicable legal or financial record-keeping requirements.

• Consent: where appropriate, for optional publication or other uses that require consent.

The Club will determine and document the appropriate lawful basis for each activity. Where consent is used, it may be withdrawn at any time for future processing that relies on that consent.

6. Sharing personal information

The Club does not sell membership information or provide the membership list to people outside the Club.

Information may be shared where necessary for Club activities, including:

• Competition organisers and photography organisations, where required for competition entries or related activities.

• Service providers who support the Club’s administration or website, where they need information to provide their services.

• Relevant authorities, where disclosure is required by law.

Information shared with committee members or other members is limited to what is needed for the relevant purpose.

The Club aims to ensure that information is only shared appropriately and that any service providers handling personal information do so under suitable arrangements.

7. How long we keep information

The Club aims to retain personal information only for as long as it is needed for the purpose for which it was collected, subject to applicable legal obligations and legitimate record-keeping needs.

Current members: membership contact details are retained while the person is a member and are updated when necessary.

Former members: when membership lapses, the Club aims to remove former members’ contact details from its active membership records. Any grace period before membership is treated as lapsed will be applied in accordance with the Club’s membership arrangements.

Some information may need to be retained separately, for example to meet financial or legal record-keeping requirements, resolve outstanding matters or maintain historical club records.

Competition results and historical records: the Club may retain competition results, awards, minutes and other historical records for the purpose of preserving the Club’s history. Where appropriate, historical records may continue to identify individuals by name.

The Club will review its retention arrangements periodically and will not retain personal information indefinitely without a suitable reason.

8. Keeping information accurate and exercising your rights

Members should notify the Treasurer, or the General Secretary or President if the Treasurer is unavailable, if their contact details change or are incorrect.

If information in competition records, minutes or other historical documentation is inaccurate, please contact the General Secretary or President.

Under data protection legislation, individuals may have the right to:

• Request access to their personal information.

• Request correction of inaccurate or incomplete information.

• Request erasure of personal information in certain circumstances.

• Request restriction of processing in certain circumstances.

• Object to processing based on legitimate interests.

• Request a copy of certain information in a portable format, where applicable.

• Withdraw consent where processing relies on consent.

These rights depend on the circumstances and are not all absolute. For example, the Club may need to retain certain records to meet legal obligations or preserve appropriate historical records.

To exercise your rights or raise a privacy concern, please contact the Treasurer or General Secretary using the Club’s published contact details.

You also have the right to complain to the Information Commissioner’s Office (ICO): https://ico.org.uk/make-a-complaint/

9. Website privacy and third-party services

The Club operates its website at https://pudseycamera.club/.

The website is hosted by WP Engine and uses third-party services to provide functionality and understand how the website is used.

Google Analytics

The Club uses Google Analytics through Google Site Kit to understand website usage and assess how well the website is performing. Depending on its configuration, Google Analytics may collect information such as pages visited, browser and device information, approximate location and online identifiers.

Google’s processing is subject to its own privacy terms. The Club will configure analytics and associated consent controls in accordance with applicable requirements.

Google’s privacy information is available at: https://policies.google.com/privacy

Google Maps

The website uses an embedded Google Maps widget on relevant pages to help visitors find locations associated with the Club. Loading an embedded map may involve requests to Google and the processing of technical information. Where required, the map will be subject to the website’s consent arrangements.

YouTube videos

Some Club posts may contain embedded YouTube videos. When a video is loaded, YouTube may process technical information and use cookies or similar technologies. Where required, these embeds will be subject to the website’s consent arrangements.

Website hosting and security

WP Engine provides website hosting and related infrastructure services. Technical information may be processed as part of providing, securing and maintaining the website. The Club will identify any additional services that are directly enabled on the website and update this policy where necessary.

Further details about cookies and similar technologies, including how to manage consent, are provided in the Club’s Cookie Policy:

https://pudseycamera.club/cookie-policy/

10. Changes to this policy

The Club may update this policy when its activities, website services or data protection arrangements change.

The current version will be published on the Club’s website. Members should refer to the published version for the latest information about how the Club handles personal data.