The Prism Photographic Club is committed to protecting your privacy and security. This policy explains how and why we use your personal data, to ensure you remain informed and in control of your information.
From 12th May 2018, Prism will ask its members and followers to “opt-in” for communications. This is due to a change to the rules which govern how we can communicate with you and a new regulation on personal data (the General Data Protection Regulation) coming into force in May 2018. Therefore, we are introducing a new approach that relies on you giving us your consent about how we can contact you. This means you’ll have the choice as to whether you want to receive these messages and be able to select how you want to receive information (e.g. email, phone).
You can decide not to receive communications or change how we contact you at any time. If you wish to do so please contact us by emailing firstname.lastname@example.org or write to the Secretary or President.
We will never sell your personal data, and your details will be kept safe and secure, only used by Prism and will not be shared with anyone else.
Any questions you have in relation to this policy or how we use your personal data should be sent to email@example.com
2. ABOUT US
The Club is known as ‘Prism Photographic Club. The aim of Prism is to help everyone have fun in developing their photographic skills as far as they would like to go. Regular meetings are held throughout the year and include regular competitions, demonstrations, talks and social activities that are arranged to help members improve their technical and artistic qualities in photography in the company of those with similar interests.
3. WHAT INFORMATION WE COLLECT
Personal data you provide
We may collect data you provide to us. This includes information you give when joining or registering or communicating with us. For example:
- personal details (name, email, address, telephone etc.) when you join as a member;
- personal details (name, email) when you contact or express an interest in the club; and
- financial information (how payments are received); and
- photography interests (software, equipment)
If you opt not to be contacted by email you will need to get the Club information by attendance at the Club meetings and from the Prism Website.
Information created by your involvement with Prism
Your activities and involvement with Prism will result in personal data being created. This could include details of attendance at meetings, participation in events and competitions, being involved with our activities.
Information we generate
We let you know about the Club, its activities and local and relevant national and international photography related items. Your name will be associated with your photographic works and achievements may be published by Prism in the media including Prism’s online presence.
Accidents or incidents
If an accident or incident occurs on our property, at one of our events or involving one of our members (including volunteers) then we’ll keep a record of this (which may include personal data and sensitive personal data).
4. HOW WE USE INFORMATION
Your personal data (i.e. any information which identifies you, or which can be identified as relating to you personally) will be collected and used by Prism for the operation of the Club.
We only ever use your personal data with your consent, or where it is necessary in order to:
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes for which it was collected (or else for closely related purposes):
We use personal data for administrative purposes (i.e. to operate the Club). This includes:
- maintaining databases of our members and followers;
- performing our obligations under the Club Rules
- helping us respect your choices and preferences (e.g. if you do not want us to email or telephone you).
5. DISCLOSING AND SHARING DATA
We will never sell your personal data. We may contact you with information about third party products and services, but these communications will always come from Prism.
Occasionally, where we partner with other organisations, we may share information with them (for example, if you register to attend an event being jointly organised by us and another organisation). We’ll only share information when necessary and we’ll make sure to notify you first.
We may aggregate and anonymise personal data so that it can no longer be linked to any particular person. This information can be used for a variety of purposes, such as arranging events with other photography clubs. This information helps inform our actions and improve our events and materials.
6. AGE LIMIT
Prism membership is available for those over 18 years of age.
7. HOW WE PROTECT DATA
We employ a variety of physical and technical measures to keep your data safe and to prevent unauthorised access to or use or disclosure of your personal information.
Electronic data and databases are stored on secure computer systems and we control who has access to information (using both physical and electronic means).
Where we store information
Prism operations are based in the Island of Guernsey.
Some of our systems use Microsoft products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we’ll allow this as we are certain personal data will still be adequately protected (as Microsoft is certified under the USA’s Privacy Shield scheme).
How long we store information
We will only use and store information for so long as it is required for the purposes it was collected. How long information will be stored depends on the information in question and what it is being used for. For example, if you ask us not to send you emails, we will stop sending you emails and only retain previous emails for as long as it is required (though we’ll keep a record of your preference not to be emailed).
General business records will normally be held for a minimum of eight years. Prism may retain historical archives indefinitely, for example but not limited to, records of meetings, awards and other event results.
We continually review what information we hold and delete what is no longer required.
9. KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether or not we have your personal data and, if we do, to obtain a copy of the personal information we hold (this is known as subject access request);
the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason);
- the right to have inaccurate data rectified;
- the right to object to your data being used for marketing or profiling; and
- where technically feasible, you have the right to personal data you have provided to us which we process automatically on the basis of your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please send an email to firstname.lastname@example.org
You can complain to Prism directly by contacting our President using email@example.com
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the Guernsey Data Protection Commissioner Office which regulates and enforces data protection law in the Island. Details of how to do this can be found at https://dataci.gg/
10. LINKS TO OTHER SITES
Links to other sites
Our website and other online presence contains hyperlinks to other websites. We are not responsible for the content or functionality of any of those external websites (but please let us know if a link is not working by emailing us at firstname.lastname@example.org ).
When purchasing goods or services from any of the businesses that our site links to, you will be entering into a contract with them (agreeing to their terms and conditions) and not with Prism.