Data Policy – May 2018

On Friday 25th May, the new General Data Protection Regulation comes into force. It affects the relationships we all have as individuals with every organisation we choose to belong to or do business with and who keep any kind of records about us, including The Arts Society Gravesend. Everyone has the right to know what sort of information is being held about them, what it is used for and who has access to it. Members must be told how the data is held and have the right to correct anything that has been mis-recorded, or ask that particular details be deleted

 In order for us to run the society smoothly we need to store certain personal information about you.  This is the information that each member supplies when they join and pay their subscription. This enables us to contact you in regard to activities of the Arts Society. The records are not shared with anyone outside the Art Society. If you no longer wish to receive emails from us you can opt out at any time by writing to the chairman or the membership secretary. Please note that you cannot belong to The Arts Society if we do not hold your contact details.

We currently hold email addresses for about 85% of our membership. This means that you receive newsletters and other information up to three days earlier than 2nd class post could manage. We estimate that electronic communication saves us in the region of £1000 a year in postage, paper and printing – so we try to keep postal communication to the minimum.Your annual subscription would have to be increased by about £5.00 a year without email distribution.

The membership secretary uses an excel spread sheet to record your:

  • Name
  • Address
  • Phone number (and mobile number if appropriate)
  • Email address if used
  • Emergency contact details

We also store your membership application form and if applicable the gift aid form,

We keep this information all the time you are a member and for one year after you resign. After that we will securely delete it and shred any paper copies. (Except the gift aid form which has to be kept for 7 years to comply with financial requirements)

We use the contact details to send you:

  • Information about lectures, events and other activities,
  • AGM papers,
  • Notices,
  • Newsletters, flyers and other publicity documents,

Members’ details are also passed to The Arts Society headquarters in London to enable you to receive the quarterly magazine and other communications including information about any national events or items of legitimate interest.The data is also used to calculate the total amount of affiliation fees we pay.  We also send them some contact details (if applicable) for Gift Aid purposes.

We need your signed agreement to this so there will be a form available for existing members to sign at the time of your renewal in June and July. We will then need to keep the signed form all the time you are a member. It will be kept securely with your application form. New Members will sign the agreement when they apply to join.

Hazel Teale

Chairman The Arts Society Gravesend

21 May 2018