SHEFFIELD BIRD STUDY GROUP

DATA PROTECTION POLICY

In setting our Data Protection protocols for the purpose of complying with the General Data Protection Regulations 2018, SBSG has followed these principles:

• we will retain only the minimum data that is necessary for the smooth running of SBSG
• the data will be held securely and will not be passed on to any other organisation
• we will use passwords and encryption when internally sharing any personal data for the running of SBSG
• members will have unrestricted right to see and to correct what data we hold about their individual membership
• a complete withholding of consent to the retention of data will be incompatible with membership of SBSG, as this would make it impossible to manage that membership

What data will we hold relating to you?

• full name(s) – required for your identification
• gender – not requested, but deduced from the application form.  Needed only for occasional statistical reporting in connection with grants etc
• email address – for default contact with you
• postal address – for postal or direct delivery of an Annual Report
• telephone number – optional, for emergency contact
• GiftAid agreement and taxpaying status – necessary for the claiming of GiftAid from HMRC
• method and date of subscription payment – for verification of your current membership status and eligibility for receipt of membership benefits

 Where and how is your data held?

• full data is held in a password-protected spreadsheet in intruder-alarmed premises
• names and email addresses are also held in a password-protected part of the website to allow your access to the members’ section

How long will your data be retained?

We will retain the data relating to each year of your membership for six years from the end of that year, unless you ask for any particular year(s) to be deleted sooner.  If you cease to be a member and request to be “forgotten”, your data for all years will be deleted

Your right to access, rectify or erase the personal data

You may contact the Membership Secretary at any time to ask for access to, and rectification of, your own data.  If you submit a sighting record or photograph, it may be attributed to you in a Newsletter or Annual Report, unless you contact the Membership Secretary to ask for it not to be.

Who else may see your data?

We will not pass your data on to any third party, but third-party technicians advising on SBSG website issues may potentially have access.  They will be required to undertake to abide by SBSG’s Data Protection protocols.