VECC is established with the objectives, set out in its handbook & rules, and is a data controller within the UK.
Why we hold personal data
To allow administration of the club membership, communicate club activities and maintain a record of member images used in events.
All members agree, via the membership form, to their information being held on computer as part of their membership application.
What personal data we hold and how we use this
The club email contact system is used to distribute information related to club photography. The names to who this is circulated appear on the email footer but their email addresses are not disclosed. Members, by logging-in to the private members only area of the club website, can also send emails to other club members by name. VECC does not provide member contact information to any third parties unless the member has agreed to this.
Members access to personal data
Members have access to their own personal contact data, via the club password controlled area of the club website, which they can review and amend as they wish. The default is that all member data other than email address is hidden from other ordinary members unless a member ticks the box to allow their data to be shared with other members. Club officers may view/amend other members’ data as required by their roles.
Personal membership database : names, postal addresses, email addresses, telephone numbers and membership currency, will only be retained in the website database for as long as it is relevant. This is normally the duration of club membership plus up to 4 months from the beginning of the season following. Members can request that their personal data be removed from the database at any time and will be removed within 1 month of such a request being made. If all data is requested to be removed, specifically including their name and membership currency, then their membership will also be deemed to cease.
Competition/Assessment database : to enable assessment & interclub competitions to be administered. This contains names and email addresses only in order to match images with authors. Accessible only via the competition software. Members effectively update it themselves by submitting images for assessment or competition (as the email address from which they send an image is used to automatically find the author’s name – if the email address is different to that held in the database then this is updated.
Use of member Images selected for use in external competitions must be approved by individual authors who must also confirm that consent has not been given to another club involved in the same competition.
VECC may retain historic data for archives purposes for example but not limited to: competition entry details, awards, handbooks, meeting minutes and event participation. Limited data may also be archived off-line for club history purposes.