Data Handling Policy

The purpose of the Society holding members’ data (names, addresses, telephone numbers and email addresses) is for the efficient running of the Society. They will be used to send by post or email the Society Journal, auction lists and anything else that a Society member is entitled to. The data will be available to Society officers who need such information to run services such as the packets and auctions. Nothing will be disclosed to a third party.

The data is held by the Treasurer, at present Chris Hitchen, who ensures that it is kept accurate and up to date, in close liaison with the Secretary and Journal Manager. Any queries or questions should be directed to Chris Hitchen.

The printers for the Journal, Joshua Horgan, receive a list of names and addresses to which the Society Journals should be posted whenever a Journal is printed. Their statement of compliance with good data handling procedures is noted below. Address lists sent to them will be encrypted.

“We have now updated our good standard practice for data handling, with the new regulations coming into effect, and have now created a dedicated email address for all data files This email address is being protected from spambots. You need JavaScript enabled to view it., this is a 2-step verification email which gives an added layer of security. All data is also put into an encrypted drive and is deleted within 2 weeks of completion of a mailing and any emails sent through to This email address is being protected from spambots. You need JavaScript enabled to view it. will be forward to the new address and immediately deleted from this one.”

Agreed at the committee meeting held at Charlecote, 9 March 2018 The above policy has been formulated to comply with the new General Data Protection Regulations (GDPR) which come into force from 25 May 2018. We are now required to seek your consent to use your contact details within the parameters quoted in the policy above. A consent form is here and we ask that you complete and return it according to the instructions on the form.

Your full cooperation will be very much appreciated.

Thank you. 

A PDF copy of the form is available here - members who would like a Word Document copy may contact the This email address is being protected from spambots. You need JavaScript enabled to view it.

 

Contact Information

General Secretary: D J Hogarth - This email address is being protected from spambots. You need JavaScript enabled to view it.
President: C J Hitchen - This email address is being protected from spambots. You need JavaScript enabled to view it.
Treasurer: C J Hitchen - This email address is being protected from spambots. You need JavaScript enabled to view it.
Journal Editor: M S Tyler - This email address is being protected from spambots. You need JavaScript enabled to view it.
Auction Secretary: S R Ellis - This email address is being protected from spambots. You need JavaScript enabled to view it.
Website Manager: Jan Gane - This email address is being protected from spambots. You need JavaScript enabled to view it.