Data Protection

General Data Protection Regulation (GDPR) Policy

On 25 May 2018 changes to data protection legislation came into force and Berkhamsted Film Society (BFS) needs your explicit permission to hold your personal information.

This note lets you know what happens to any personal data that you provide us on your membership application form.

The following sections describe what personal information BFS holds, the way it is managed and provides an overview of your rights.

We may change this policy from time to time in order to reflect changes in the law.

Information Held on Members

We take your privacy very seriously and will only use your personal information for the purposes of membership administration and communication.

Your information is never shared with any other organisations.

By ticking the consent option on the membership application form you are agreeing that BFS can hold personal information taken directly from your membership application. This includes:

Name, Postal Address, Telephone Number, Email Address, Membership Fee Paid, Date First Joined.

Following consent, information may be held for the current season and a period of up to two years for membership renewal administration.

We use your personal data for contacting you about our programme, individual screenings, future plans of BFS, relevant meetings and events supported by the society. Also to comply with any further legal and regulatory obligations, requirements and guidance.

Data Management

We have a dedicated membership secretary (data controller). You can contact the membership secretary in writing using the contact details at the end of this page.

The membership data is stored on a password excel spreadsheet which can only be viewed by the membership secretary and Chairman. The computer holding the spreadsheet has up-to-date security software and the information is backed up to a secure ‘off-site’ environment

Member’s email addresses are also held on the societies email account. This email account is accessible, via password protection, only by the society’s committee members.

We will contact you immediately if a security breach is discovered.

If after two years you have not renewed your membership, your data will be permanently deleted from our systems.

Summary of Your Rights

You have the right to withdraw your consent to us holding all or some of your data at any time by contacting us using the contact details at the end of this document. If you do request to have all of your information deleted from the membership database, please be aware that we would then have no way of validating your membership or any method of contacting you and the society will assume you no longer wish to be a member.

If you wish to remain a BFS member, but no longer wish to receive emails, you can request at any time for your name to be removed from the email list by sending an email.

You have the right to request in writing a copy of any personal information we hold on our membership database and details of how we process it.

If your personal information changes or you become aware that the information we hold is inaccurate or incomplete, you should inform us so that we can update our records. You have the right to complain to the Information Commissioner’s Office which enforces data protection laws:

Ian Davies

May 2018

Contact Details