This document describes the Data Privacy policy for Pudsey Camera Club, covering the personal data that we keep about members and what we use that data for.

The Pudsey Camera Club (the ‘Club’) is established in accordance with its constitution for the benefit of its members.  In order to function the Club stores and processes certain personal data about its members and, in respect of such data, the Club is the Data Controller for the purposes of the relevant data protection legislation.

1. Data held:

Contact details:  Name, Email address, Contact telephone number

            and Home address

Competition information:  Entries, Results, Awards won, Distinctions earned

Images: photographic images entered into competitions or submitted to the Club, together with the photographer’s name.

Other:  Information related to the member’s photographic interests provided by the member.  Names may be included in Club minutes or other documentation and on the Club’s website.

2. How data is collected and stored

Contact details are collected by the Treasuer when a new member joins the Club and stored encrypted spreadsheet and word processing documents..

Full membership details are viewable by the Club’s President, General Secretary, Treasurer.  Contact information may be passed to other committee members or members of the Club where required; however, this will be limited to the information actually needed by a person for a specific purpose.

Competition information is collected on an ad hoc basis as a member enters a competition, wins an award etc.  It will be stored in documents or computer records relating to the relevant event (such as an entry list for a specific competition).

3. Processing of data

a). We send information about future meetings, Club notices etc to all members.  We may also send more specific information to a subset of members if not relevant to everyone.

b). We receive information about a number of photography-related events, exhibitions, opportunities etc and forward those that we feel are relevant and likely to be of interest to members

c). We provide individual members’ details to other parties where necessary for the activities of the Club.  For example, where a member submits an entry for an Interclub or YPU competition we provide the required information with the entry.

d). Some information is added to our archive records, such as a historical record of competition winners or names included in minutes.

e). Individual’s names may appear on the Club’s website, either because they have a role within the Club or to record their contribution (for example, a credit as the author of an image).  Other details may be provided with the consent of the member (such as a link to their personal website).

4. Correction of errors

If any member’s contact details change or are incorrect then please notify the Treasurer (or President or General Secretary if the Treasurer is not contactable) with the new information.

If any information in the Club’s documents or historical record is incorrect then please let either the President or the General Secretary know.

5. Deletion of information

a). If you wish to cease membership immediately and have your contact details removed from the Club’s records then please notify the Membership Secretary accordingly.

b). If you do not renew your membership when due then after a grace period your membership will lapse. At that point your contact details will be removed from

the Club’s records but up to that point you may continue to receive information regarding events etc. 

c). Archive information in the Club’s records will not be removed unless it is inaccurate.

6. Cookie Policy

The Clubs websites uses “cookies” for details of how these are handled by the Club please    refer to our cookie policy

7. Google Analytics

The Clubs website uses Google Analytics to help analyse website usage.

Google Analytics is a web analysis service provided by Google LLC or by Google Ireland Limited, depending on the location this Website is accessed from, (“Google”). Google utilizes the Data collected to track and examine the use of this Website, to prepare reports on its activities and share them with other Google services. Google may use the Data collected to contextualize and personalize the ads of its own advertising network.

Personal Data processed: Cookies; Usage Data.

Place of processing: United States – Privacy Policy – Opt Out; Ireland – Privacy Policy – Opt Out.

This type of service allows the Clubs website to distribute their content using servers located across different countries and to optimize their performance. Which Personal Data are processed depends on the characteristics and the way these services are implemented. Their function is to filter communications between this Website and the User’s browser. Considering the widespread distribution of this system, it is difficult to determine the locations to which the contents that may contain Personal Information of the User are transferred.

Cloudflare (Cloudflare Inc.)

Cloudflare is a traffic optimization and distribution service provided by Cloudflare Inc.
The way Cloudflare is integrated means that it filters all the traffic through this Website, i.e., communication between this Website and the User’s browser, while also allowing analytical data from this Website to be collected.

Personal Data processed: Cookies; various types of Data as specified in the privacy policy of the service.

Place of processing: United States – Privacy Policy.

9. What we don’t do

We do not give information about members to third parties, other than as noted above where necessary for the activities of the Club (such as with competition entries).  We do not give the membership list to anyone outside the Club.

Latest update: January 21^st 2021