Thank you for being a Friend of Regent’s Park & Primrose Hill. We hope you enjoy our newsletters, and any meetings or events you attend, and the discounts you have access to as a Friend.
To comply with the General Data Protection Regulations 2018, this policy is designed to make clear how we look after your personal data and your rights under the Regulations.
We are responsible for ensuring that any data you entrust us with is:
- Truly secure.
- Viewed only by those who really need to view it.
- Limited to what is needed.
- Accurate and up to date.
- Only kept whilst it is needed.
- Deleted/destroyed after it is not required.
- Available to be seen by its owner on request.
- Not shared with 3rd parties without your consent.
- Easily amended if incorrect.
What data are we talking about?
The personal data that we hold is your name, telephone number, postal and email address. If you have no email address, or wish to receive our newsletter by post, we will need to have and use your postal address to send you the newsletters. You would have given us this when you joined the Friends, or when you last updated that data.
Why we hold your data
When you became a member, you effectively gave us the lawful reason to hold your data in order that we can supply you with the services that membership offers; newsletters, membership cards (which confer discounts), and occasional emails or letters about your membership or items relating to Friends of Regent’s Park & Primrose Hill. Where appropriate we may also contact you if we have not received a full renewal subscription. We do not need to seek your explicit consent to continue to supply these things.
Where we hold your data
Our membership records are held on a third‐party membership system which is managed by PaySubsOnline, a company which manages the data for many other membership organisations and sports clubs. It has the advantage that it enables us to keep clear central records of your membership details, and your subscription records. This also means that should you request deletion of your details, we know exactly where to find them to delete.
Access to the whole membership system is only available to the Chairman of Friends of Regent’s Park & Primrose Hill and two trusted Friends’ administrators. Individual Friends can access their own data direct online by logging in and supplying their password. If you have any problem with accessing the online system, or if you do not have access to the internet, and want to see what we hold, please contact the administrator email@example.com or write to the Chairman at 18 Kent Terrace, London NW1 4RP.
This PaySubsOnline system does not itself hold your financial details, only the date and amount of any payments you have made, or whether you have not paid. Financial details which you enter are held only by Paypal (if you pay by Credit or Debit Card), or by the GoCardless company which handles Direct Debits. These are both highly reputable and well known national companies. Further details about the security of your financial data is available on thePaySubsOnline website.
If you still pay by Bank Standing Order or by cheque, the details of those payments are transferred from our bank statements to the membership system to keep track of whether your subscription is paid.
Prior to each newsletter being printed and despatched, we send our printer an up‐to‐date list of the names and addresses of those who wish to have the newsletter in hard copy. We have been assured that the printer treats that information in a GDPR compliant manner and destroys it after use.
We will not pass on your data to any other organisation without your explicit permission.
Your rights over your data
You have the right at any time to:
- Ask us what data we hold about you.
- View your own membership record to view update your own data.
- Ask to have your data corrected or deleted. Note however, that deletion means we can no longer offer any of the membership benefits as we will not have the means to contact you. So, deletion means cancelling your membership subscription.
When you access our online system
On accessing our online system, you will see a message that says:
“All personal information provided is kept secure and will only be used by The Friends of Regent's Park and Primrose Hill for the purpose of managing your membership and sending Newsletters. Your email address will only be used for matters concerning The Friends of Regent’s Park and Primrose Hill.
Please confirm that you’ve read the above terms by ticking the box below.”
Before you can proceed further, you will be required to tick that box to confirm that you have read this message and consent to being sent emails. If you are unable to log on for whatever reason, we will communicate and send newsletters by post. However, although you will receive our newsletters, we may not always be able to send you the occasional updates which are sent by email.
If you are not using our online system
Even if you are not able to access the system online yourself, we will still need to store your details on it, since if you are to remain a member and receive newsletters, we need to hold your details to contact you about membership matters. You still have the same rights of access, correction or deletion.
How to contact us
You are welcome to contact us by email firstname.lastname@example.org or by post at 18 Kent Terrace, London NW1 4RP, to ask what data we hold on you and amend it, or delete it if you wish to cease to be a member.
Chairman, Friends of Regent’s Park & Primrose Hill