The Burgon Society
and the General Data Protection Regulations (GDPR)
In May 2018 a significant change and consolidation of the Data Protection law will be introduced. We need to explain to you our role in managing the personal data that you have given us in the light of this new legislation. Personal data is any information in physical or digital form that identifies any aspect of you and includes, for example, name, address, title, qualifications, profession or occupation, telephone, email and financial.
We hold physical data in the form of completed application and gift aid forms, which are kept securely with the Secretary and Treasurer as appropriate. Similarly, digital data is held in the membership database, which is stored in secure storage, via a password protected computer, only accessed by the Secretary. The Treasurer and Secretary share files containing membership data for accounting and mailing purposes. The Secretary and Chairman also have a record of who handles personal data and how.
Your relationship with us: data protection
- There is a contractual relationship between you and The Burgon Society whereby you pay your annual subscription to support the Society and we provide membership benefits, e.g. Transactions of the Burgon Society and Burgon Notes.
- We will not share your details with any third party for marketing purposes, but we may advertise fundraising activities in the Society's newsletter and journal and on the Society's website. Your name and address (but no other details) may be sent to a company we employ from time to time to mail the Society's materials to you and with which we have an agreement that it deletes the information after each single use.
- We will use your data only to manage your membership and related benefits, including the information you provide for the purpose of organising events and visits. We will not use it for any other purpose, such as profiling, for example.
- We hold only personal data that you have provided in your application to become a member or have subsequently updated.
Your relationship with us: communication preference
- We use personal data that you have provided to communicate with you about your membership and occasionally about the work that The Burgon Society does.
- We send out membership communications by email and post.
- All members will receive publications, and membership subscriptions reflect this.
- If you have given us an email address, we will use this as our preferred method of communication unless you have informed us otherwise.
If you have not provided an email address, we will normally communicate with you by post. Very occasionally we may telephone you about your membership, if you have given us your telephone number.
The new legislation requires each organisation to identify the Data Controller and the Data Processor who are primarily responsible for ensuring good management and security of personal data. The Data Controller is responsible for determining the need and means for processing personal data (in any format), and the Treasurer will undertake this responsibility. The Data Processor is responsible for processing the data on behalf of the Data Controller and the Secretary fulfils this role.
The legislation introduces a number of individual rights; these include the following:
- To enquire what data we hold and its accuracy.
- To be informed of any data security breach.
- To erase your data if your membership ceases and you request it. However, please note that we may need to retain this information after cancellation of membership to meet legal requirements, such as required by HMRC for Gift Aid purposes etc.
- To ask about the data we hold on you, or change your preferred communication methods, at any time by contacting the Secretary.
Chairman, The Burgon Society