GDPR (the General Data Protection Regulation) came into effect on 25th May 2018 and this has implications for how we handle your data and how we communicate with you in the future.
FPSAD already takes all reasonable steps to ensure that data collected about its members is treated confidentially. Your Committee believes that we comply with current data protection legislation. However, the law on how organisations handle personal data changed on 25th May 2018 when the new GDPR came into effect. We therefore need to tell you how FPSAD handles your personal data and to explain how the changes will affect you and your relationship with the Friends in the future.
Although the new legislation comes from the EU, the British Government has confirmed that application of the new rules will not be affected by the UK’s proposed withdrawal from the EU and we are therefore obliged to implement the new rules.
In the UK, it is the Information Commissioner’s Office (ICO) which is responsible for enforcing data protection legislation. The ICO is publishing advice and guidance on how the new law will work and what steps organisations must take to prepare for the new legislation but the guidance is still not complete. We know, for example, that the EU law allows member states to take account of the specific needs of small and micro organisations. FPSAD is already exempt from some provisions of current data protection law but, at the time of writing, the ICO has not published any details of the exemptions that might apply for small organisations such as ours following the introduction of the latest changes so we are working on the basis that there will be no such exemptions. If that changes in the future, we will, of course, let you know.
What is ‘personal data’?
In this context, personal data is any information about you which allows us to identify you.
FPSAD keeps the following personal data about you:
– Your name and title
– Your address
– Your phone number and/or mobile phone number where you have provided one
– Your email address where you have provided one
– Details of membership subscriptions you have paid
– Details of any Gift Aid authorities you may have signed
– Details of any events you may have attended and payments you have made for admission tickets
– We may retain emails you have sent to book events or ask questions about FPSAD and its activities
Your personal data is stored on laptops operated by members of the FPSAD committee on a need to know basis: that means information is usually only held by the Chair, the Treasurer, the Secretary, the Newsletter/Social Media Editor and the Membership Secretary.
Membership records are stored securely. They are encrypted and password protected and regularly backed up, both on a stand-alone hard drive and ‘in the cloud’.
Some of our records, such as membership forms and Gift Aid authorities, are also retained in paper format and are held under lock and key by the Treasurer.
We do not retain bank details, and all such details received are passed on directly to the member’s bank.
We keep the information for as long as we deem necessary within the remit of the legislation. Membership details and Gift Aid authorities will be retained for as long as you are a member. We may also need to keep financial information for a period of six financial years after the end of the financial year in which the transaction occurred so that we can respond to any enquiries from HMRC about our income or
applications for Gift Aid.
We only use the information we keep to help us to administer the functions of a membership-based organisation and to notify you of our latest news, activities and events. We may occasionally also tell you about events organised by others that we think may be of interest to
members (see below) but we will not pass on your information to third parties without your permission unless we are required to do so in law.
You have a right to ask us to tell you what information we hold about you at any time. You can do this by writing to us at our postal address as shown below or by emailing us at firstname.lastname@example.org.
You also have the right at any time to correct any information we hold about you which is incorrect or out of date.
You have a right to cancel your membership at any time and ask for your details to be removed from our mailing lists. Please note that we may need to keep details of payments you have made to us (and what for) even after your membership ends as explained above.
How we will contact you
At the moment, when you join FPSAD, we add your name to our mailing lists and then keep you informed of FPSAD activities. As a minimum, we will continue to contact you about your membership of FPSAD and to remind you of when your subscription is due.
In addition, we will continue to tell you about our events and activities unless you ask us to stop.
We may also inform you about events and activities organised by other organisations in and around Putney and south west London that we think will be of interest. We will use our judgement and discretion to decide which events not organised by us that we tell you about.
Please bear in mind that we will usually only contact you in the way we do now. This will usually be by email (if you have provided us with an email address) or by post. People who have provided us with an email address will receive information from us more frequently than people who have only provided us with a postal address. (This is based primarily on the costs of printing and postage but can also be due to the fact that we sometimes receive information from others at very short notice and there isn’t time to issue postal communications to members.)
Very rarely, we may need to contact you by telephone but this would usually only be to let you know about late changes to our events where an email or letter may not reach you in time.
Please keep a copy of the new policy for your records.
If you have any questions about the above please email us at email@example.com or write to the Membership Secretary, FPSAD, Putney School of Art and Design, Oxford Road, London, SW15 2LQ.