DATA PRIVACY NOTICE
Stratford upon Avon Astronomical Society

1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the Data Controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who is responsible for your data?
The committee of the Stratford upon Avon Astronomical Society is the Data Controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?
The committee of the Stratford upon Avon Astronomical Society complies with its obligations under the “GDPR”: by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure, and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:

    • To enable us to provide a voluntary service for the benefit of the public in a particular
      geographical area as specified in our constitution;
    • To administer membership records;
    • To fundraise and promote the interests of the charity;
    • To manage our volunteers;
    • To maintain our own accounts and records (including the processing of gift aid
      applications);
    • To inform you of news, events, activities and services run by the Society and the other
      organisations;

    4. What is the legal basis for processing your personal data?

      • Explicit consent of the Data Subject (i.e. you – the person whose data it is) so that we can keep you informed about news, events, activities and services, and process your gift aid donations, and keep you informed about events;
      • Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;

      5. Sharing your personal data
      Your personal data will be treated as strictly confidential and will only be shared with other members of the Society in order to carry out a service to other Society members or for purposes connected with the Society. We will only share your data with third parties outside of the Society with your consent.

      6. How long do we keep your personal data?
      We keep data in accordance with the guidance set out in the guide “General Data Protection Regulation (GDPR) for Astronomical Societies” published by the Federation of Astronomical Societies. Specifically, we retain gift aid declarations and associated information for up to 7 years after the tax year to which they relate; other data we will delete as soon as you cease being a member.

      7. Your rights and your personal data
      Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

        • The right to request a copy of your personal data which we hold about you;
        • The right to request that we correct any personal data if it is found to be inaccurate or
          out of date;
        • The right to request your personal data is erased where it is no longer necessary for us to retain such data;
        • The right to withdraw your consent to the processing at any time;
        • The right to request that the Data Controller provide the Data Subject with his/her
          personal data and where possible, to transmit that data directly to another Data
          Controller, (known as the right to data portability), (where applicable) [Only applies
          where the processing is based on consent or is necessary for the performance of a
          contract with the Data Subject, and in either case the Data Controller processes the
          data by automated means].
        • The right, where there is a dispute in relation to the accuracy or processing of your
          personal data, to request a restriction is placed on further processing;
        • The right to object to the processing of personal data, (where applicable) [Only applies
          where processing is based on legitimate interests (or the performance of a task in the
          public interest/exercise of official authority); direct marketing and processing for the
          purposes of scientific/historical research and statistics];
        • The right to lodge a complaint with the Information Commissioners Office.

        8. Further processing
        If we wish to use your personal data for a new purpose, not covered by this Data Protection
        Notice, then we will provide you with a new notice explaining this new use prior to commencing
        the processing and setting out the relevant purposes and processing conditions. Where and
        whenever necessary, we will seek your prior consent to the new processing.

        9. Contact Details
        To exercise all relevant rights, queries of complaints please in the first instance contact the
        Membership Secretary.
        You can contact the Information Commissioners Office on 0303 123 1113 or via email
        https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

          May 2018