GDPR (General Data Protection Regulation) came into effect on 25th May 2018. It has implications for how we handle your data and how we communicate with you.
The Chislehurst Society already takes all reasonable steps to ensure that data collected about its members is treated confidentially. Your Executive Committee believes that we comply with current data protection legislation.
Because of changes arising from GDPR we need to tell you how the Society handles your personal data and to explain how the changes will affect you and your relationship with the Society in the future.
In the UK, it is the Information Commissioner’s Office (ICO) which is responsible for enforcing data protection legislation. The Society is already exempt from some provisions of current data protection law but we are not aware any exemptions that might apply for small organisations such as ours under GDPR so we are working on the basis that there will be no such exemptions.
What is ‘personal data’?
Personal data is any information about you which allows us to identify you.
The Society keeps the following personal data about you:
Your name and title
Your phone number and/or mobile phone number where you have provided one
Your email address where you have provided one
Details of membership subscriptions you have paid
Details of any Gift Aid authorities you may have signed
Details of any events you may have attended and payments you have made for admission tickets
Details of any dietary requirements you have told us about when booking events where food is served – we usually only keep this information in the run up to an event and we will need to pass the information on to the establishment at which the event is being held.
In addition, we may have retained emails that you have sent us to book events or ask questions about the Society and its activities.
Your personal data is stored on a laptop operated by members of the Society’s committee on a need to know basis: that means information is usually only held by the Membership Secretary and Administrator but may also be accessed by the Chair, Treasurer and Secretary.
Membership records are stored securely. They are encrypted and password protected and regularly backed up, both on a stand-alone hard drive and ‘in the cloud’.
Some records, (e.g. membership forms and Gift Aid authorities, are retained in paper format and are held under lock and key by the Administrator.
We keep the information for as long as we deem necessary within the remit of the legislation. Membership details and Gift Aid authorities will be retained for as long as you are a member. We may also need to keep financial information for a period of six financial years after the end of the financial year in which the transaction occurred so that we can respond to enquiries from HMRC about our income or applications for Gift Aid.
We only use the information we keep to help us to administer the functions of a membership-based organisation and to notify you of our latest news, activities and events.
We may occasionally also tell you about events organised by others that we think may be of interest to members but we will not pass on your information to third parties without your permission unless we are required to do so in law. You have a right to ask us to tell you what information we hold about you at any time. You can do this by writing to us at our postal address as shown below or by emailing us at firstname.lastname@example.org
You have the right at any time to correct any information we hold about you which is incorrect or out of date.
You have a right to cancel your membership at any time and ask for your details to be removed from our mailing lists. However we may need to keep details of payments you have made to us (and what for) even after your membership ends for financial and tax purposes. At the moment, when you join the Society, we add your name to our mailing lists and then keep you informed of the Society’s activities. As a minimum, we will continue to contact you about your membership of the Society and to remind you of when your subscription is due.
In addition, we will continue to tell you about our events and activities unless you ask us to stop.
We will also continue to tell you about society related events organised by other organisations in the local area where we think they will be of interest.
We will use our judgement and discretion to decide which events not organised by us that we tell you about.
Please bear in mind that we will usually only contact you in the way we do now.
This will usually be by email (if you have provided us with an email address), by post or hand delivery by road stewards. People who have provided us with an email address will receive information from us more frequently than people who have only provided us with a postal address.
Please keep a copy of the new policy for your records.
Website Terms and Conditions
You are deemed to place an order with us by ordering via the website’s online checkout/shopping cart process. As part of our checkout process you will be given the opportunity to check your order for completeness and to correct any errors. We will then send you an order acknowledgement, detailing the products you have ordered. Please also note that use of your browsers back button is not recommended in the checkout area as this may cause duplications. We have taken steps to avoid this, but should you experience any difficulties contact us directly using the details above.
Our acceptance of an order takes place when we dispatch the order. When we dispatch an order the purchase contract will be made even if your payment has been processed immediately, unless we have notified you that we do not accept your order, or you have cancelled your order.
You are required to monitor your email account throughout the order process in case of notifications effecting your order are sent by us. We would advise you to add us to your address book to avoid mail filtering. Please ensure our notifications are not redirected to any spam or junk mail accounts in operation on your e-mail service. We accept no responsibility for misdirected e-mail notifications or failure by you to act on any notice sent by us.
We may refuse to accept an order:
where goods are not available;
where we cannot obtain authorisation for your payment;
where a fraud is suspected;
where legal restrictions may apply either internationally or locally;
if there has been a pricing or product description error; or
if you do not meet any eligibility criteria set out in our terms and conditions.
All prices include VAT (where applicable) at the current rates. We reserve the right to express the price exclusive of VAT, in which case we shall show the VAT element separately and include it in the total price.
Where we charge separately for packing, carriage and insurance and other relevant charges, the appropriate rates are set out in our specified pricing structure shown elsewhere on this Website or notice of relevant charges maybe given on the product page/s.
Our prices may change due to market forces or periodic increases and as such they are subject to change without notice.
Changes to prices due to changing TAX policies of local or international governments and/or authorities will be applied in accordance with the rules applicable.
We do not accept liability for any local TAX or DUTY applicable to you. We advise you to establish your liability prior to placing an order for goods or services.
Should you wish to cancel your order:
You can notify us by filling in our contact form before we have dispatched the goods to you; or
Where goods have already been dispatched to you, by returning goods to us in accordance with clause 4.2 below.
You can return goods you have ordered from us for any reason at any time in their original packaging, unopened and in good condition, within 30 days of receipt for a full refund or exchange. The costs of returning goods to us shall be borne by you.
Upon receipt of the goods we will give you a refund of the amount paid, or an exchange credit as required minus the cost of any administrative and re-stocking costs.
The rights to return the goods to us as indicated in clause 4.3 will not apply in the following circumstances: – in the event that the product has been used or tampered with.
We advise that you inspect the goods before accepting them from the courier as any item that is signed for in good condition will not be refunded if later returned as damaged.