Privacy Policy

Who we are

Ponteland Photographic Society are a group of enthusiasts who share an interest in photography. We meet on a regular basis at Merton Hall in Ponteland.
Our website address is: http://www.pontelandphotographicsociety.co.uk

The personal data we collect and why we collect it

Membership

We collect members names and their contact details. Contact details include address, telephone numbers, and email addresses. We use this information for club membership records and to enable us to update members on things such as club events, programme changes, competition results and other items which may be of interest to the membership. This data set is only available to serving committee members. On leaving the committee the retiring officer will be required to delete their copy of this data.

This information is NEVER shared with anyone outside the committee. We do not allow access to this data for advertising or marketing reasons. We may occasionally inform members about sales or other opportunities but these communications do not contain members names or other contact details unless the person sending the information wishes to add their own information.

Who we share your data with

Member’s information is NOT shared with anyone outside the club.

Competition data

For competitions where an external judge is used no personal data is forwarded to the judge. The judge will only receive the images in digital or print format, a picture title and a membership number. This is primarily done to ensure no bias on the part of the judge but also serves to provide anonymity of your personal data. The Competition Secretary is able to determine the actual member for the purposes of awarding the winning entrants.
Competition entries are displayed on our website and also our Flickr webspace. Information displayed includes the photographer’s name, picture title and placing in the competition. Winning entries are also acknowledged on our Twitter account.

How long we retain your data

We store your details even after you have left the club and are no longer a member to provide historical data on competition results and to enable us to devise future activities based on the appeal and popularity of past events. If you would like your details removed from this information please contact us.

What rights you have over your data

Members and past members have the right to enquire about their data held by the club. We will respond within 30 days with details of the information. You may ask for the information to be updated or removed from our data set and we will follow your instructions.

Additional data

We also request information on the type of camera and software you use. This is to assist in the preparation and construction of activities within the club. The data is used in an anonymised format to allow us to target groups of members with similar equipment. The supply of this data is on a voluntary basis and not essential to your membership of the club.

How we protect your data

Members details are only shared within the current Committee. Each officer is required to hold the data securely and not share it with anyone besides other Committee members. On leaving the Committee an officer is required to delete their copy of this data.

What data breach procedures we have in place

As soon as a data breach is detected or suspected we will notify all members and indicate which details have been exposed.