Privacy Notice for the Amwell Society – May 2018
- What personal data does the Society collect and what is it used for?
The Amwell Society routinely collects the names, addresses, email addresses and a contact telephone number for members, as well as the year in which they joined the Society, the date of their most recent payment and the year in which their next subscription is due. We use members’ data for membership administration, communicating with our members and organising events of interest to them.
- Where does this data come from?
This data comes from our members when they join the Society, or when they renew their membership.
- How is this data stored?
This information is mainly stored in digital form on computers used by officers of the society. This information is password protected. Passwords are changed when there is a change to the officers with access to this data. A manual copy of our membership database is held under lock and key for back-up purposes, as are completed membership application forms. Members’ personal information is not stored on the Society website.
- Who has access to your data?
Members of the Society’s committee have access to members’ data so that they can carry out their legitimate tasks for the Society. Sub-contractors of the Society do not currently have access to personal data. However in the future, they could be given access to data for specific tasks, such as event bookings or sending out mailings. They will not be free to use it for any other purpose.
- Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring the Society’s obligations under the GDPR are discharged is the Society’s Treasurer for the time being*.
- What is the legal basis for collecting this data?
The Society collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation. For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
- How you can check what data we have about you?
If you want to see the basic personal data we hold about you, you should contact the Society’s Treasurer*. We are required to provide this to you within one month.
- Does the Society collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not collect any “special” data.
- How can you ask for data to be removed, limited or corrected?
Members of the Society will automatically receive the Society’s newsletter, and emails about upcoming events and other matters of interest. There are various ways in which members can limit how their data is used:
- Members may choose not to provide us with an email address and/or telephone number, though this will limit the services that the Society is then able to provide
- Members may specify that they do not wish to receive Society emails and/or hard copy of the Society’s newsletter, though once again, this will cut them off from some Society events and activities. They may do this when they join the Society or renew their membership using the form provided, or at any other time by contacting the Society’s Treasurer*.
- Any member who has reason to believe that the information we hold about them is incorrect has the right to have it corrected and should contact the Treasurer*.
- How long we keep your data for, and why?
We normally keep members’ data for 3 years after they resign or their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details before that on request.
- What happens if a member dies?
We normally keep members’ information for 3 years after they die, in case their next-of-kin wishes to take over the membership. If requested by their next-of-kin to delete it before then, we will do so on the same basis as for a member who resigns
- Can you download your data to use it elsewhere?
No, the data is stored on the personal computers of Committee Members.
* The Treasurer can be contacted at firstname.lastname@example.org