Privacy and Data Protection Policy
Open Access Pages
No cookies are stored on computers accessing the website except:
- One persistent cookie when a poll is used.
- One temporary cookie when logging onto members' pages.
- One persistent cookie stored by the "cookie notice".
The information stored by cookies is not passed outside the website.
Complaints should normally be addressed to any Officer of the Society in the first instance. Additionally, complaints can be referred to the Information Commissioner’s Office. Details can be found at www.ICO.org.uk.
Data is held:
- So that officers can contact members by email or other means to organise meetings, consult members about relevant matters and provide information of interest (which may include details of products and services provided by third parties).
- To maintain a membership directory accessible to all members.
- To keep records of meetings including minutes and an attendance list.
Members’ details are stored as provided by the membership. This may include: Name, email, address, school and/or personal phone numbers. Names of members may also be recorded in the Society’s documents including minutes of meetings.
Names and emails of non-members invited to meetings as guests are held temporarily.
From time to time, details of other individuals may be held temporarily, for instance when the Society is supplied with CVs or other details by those seeking employment at member schools.
The Treasurer holds details of member schools and data associated with subscriptions.
The Society’s officers have access to all data.
Members have access to the membership directory.
Members have direct access to the Society’s documents
Members’ details are held in a database. The database is stored in encrypted form in the cloud (Google Drive) and on the Web Manager’s computer.
The membership directory is stored (and displayed) on the website. The directory is password protected.
Less sensitive documents, such as meeting minutes, are stored on a section of the website which is not password protected in order to provide easy access to members.
The company hosting the Society’s website (Swan Management Services) is GDPR compliant.
Members receive a copy of all data held on them annually with an invitation to update any of the information as necessary.
Details of any members leaving the society are removed from the database and membership directory as soon as the Society is made aware that the member has or wishes to leave.
Details of members whose email no longer functions are removed within one year but their names are retained in the database.
All data on a member will be removed promptly if requested by that member. Such requests can be made by contacting the Web Manager or other officer of the Society. Contact details are available on the open access section of the Society’s website.