Privacy Policy

1. General

1.1. Ampthill & District Camera Club (ADCC) is established with the objects set out in its Constitution and Rules (separate documents), and is a data controller within the UK.

1.2. ADCC will rely on Article 6(1)f of the European Union General Data Protection Regulations which come into force on 25 May 2018. By virtue of its (this) ADCC Data Protection Policy, ADCC will rely on the principle of legitimate interest for the collection and retention of data and will therefore not seek explicit consent to hold personal data as detailed in this policy.

1.3. The personal information referred to in this Policy may include name, contact details, service records, records of entries to events, metadata contained within digital photographic image files (Images) and such other information as may be necessary for the effective management of the legitimate interests of ADCC. Any person wishing to verify the information held by ADCC may apply to the Secretary.

1.4. All ADCC officials and members must ensure a proper understanding of this policy and their responsibility to act within its terms

2. Data Collection

ADCC collects and holds personal information about:

2.1 Its members (some of whom will form its executive committee), others who assist that executive committee, and those offering their services to the ADCC community e.g. as judges or speakers.

This information is used to facilitate administration and services. Some of this information is compiled into a printed annual programme of events, circulated to the members of ADCC and published on the ADCC website. The contact details of ADCC officials allocated to provide particular services may be published generally.

2.2 Others necessary for the conduct of the business of ADCC.

This information is used to satisfy a requested service or a contractual requirement and may be retained to confirm the outcome.

2.3 Photographers as the creators of Images used in the activities of ADCC.

ADCC may retain historical archives, for example (but not limited to) records of meetings, programmes, catalogues, awards, members’ photographic images, competition results, members’ contact details and other event results.

3 Sources and Purposes of Collected and Retained Data

3.1 Membership Records – for each member, details of:

3.1.1 Names

3.1.2 Address

3.1.3 Telephone number(s)

3.1.4 Email address

3.1.5 Date of joining

3.1.6 Date of leaving

3.1.7 Membership status (i.e. Full or Associate)

3.1.8 Photographic experience

3.1.9 Attendance record

3.1.10 Annual subscription payment record

This information either in whole or part is retained as either a paper record and/or a computer record held on a proprietary data base. The computer-based record may be held on the home computer of the Membership Secretary and/or on the computer owned by ADCC. In all cases, computer-based records are password controlled. From time to time this data, either in whole or part may be shared with other members of the Executive Committee.

ADCC will also hold details of member surnames, first names, user ID and email address on the third party computer servers of PhotoEntry, solely for the purpose of facilitating submission of digital photographic images for competition and exhibition purposes. Such images may be retained for archival purposes on those servers.

3.2 Records for Internal Competitions and Exhibitions

For those members who enter such competitions the ADCC Competition Rules (qv) make it clear the data required from members. It should be recognised that digital photographic image files are capable of carrying metadata. Such data may contain details of the camera on which the image was taken along with other camera related settings, geographic location of the image and other user supplied data added in post processing.

Members will provide images of their work in both print and digital formats. ADCC will not retain physical prints on an archival basis, but may hold them on a temporary basis as follows:

3.2.1 Between the closing date for entries to a competition and the competition itself and following the competition if the member is not available to take back the prints immediately after the competition

3.2.2 Between the closing date for entries to an Exhibition and the Exhibition itself and following the Exhibition if the member is not available to take back the prints immediately after the Exhibition.

Prints will be held on this temporary basis in the personal possession of an ADCC member designated by the Executive Committee Prints may have appended to them the following information

3.2.2.1 Name of the author of the image

3.2.2.2 Title of the image

3.2.2.3 Name and qualifications of the judge(s)

3.2.2.1 Details of other external competitions to which the image has either been submitted or displayed

3.3 Members’ digital image files are retained on the Club computer for archival purposes principally to enable:

3.3.1 Competition rule compliance

3.3.2 Ease of publishing high scoring images to the ADCC website

3.3.3 Selection of images to be entered in external competitions

3.4 ADCC publishes a hard copy Exhibition catalogue which is hand distributed to attendees of the Annual Exhibition. Award winning and commended images may be printed in the catalogue and the full names of members and titles of the images in the Exhibition are also included.

3.5 Website, Flickr, Facebook and PhotoEntry

Non-sensitive personal information may be published on the ADCC website and generally this will take the form of:

3.5.1 Names of committee members

3.5.2 Contact telephone number for a specific event

3.5.3 Digital images named with the mark obtained in a competition, title of image and first name and surname of the author. Some published images may not contain all this information and might include images submitted for general interest.

3.5.4 Competition score sheet with name and scores

3.5.5 Award winning and commended images submitted for annual Exhibition

3.5.6 Images may be published on the ADCC Flickr page. Generally, these will relate to competitions where members judge each other’s entries. Such images will generally not carry personal name information but will carry the image title and certain non-sensitive metadata

3.5.7 ADCC maintains a Facebook page. ADCC will normally not post personal information about members but refer to a member or members by name if or when referring to a specific event

3.5.8 ADCC uses the PhotoEntry website to collect and store digital images from members for entry into both internal and external club competitions as well as the annual exhibition and for image-sharing meetings. Competition results are emailed to all members after a competition, showing all the entries in the competition together with the title of each image, the relevant author’s/member’s first name and surname and the mark awarded. No personal information other than the member’s name is provided.

4 General Protocols

4.1 Email

ADCC committee members use email extensively as a means of communication to ADCC members. Unless there is a compelling reason to do otherwise, all circular type emails will be sent to members using the “bcc” option so that the email address of each recipient is not revealed to the others. This is primarily to protect members generally, if one member should forward such an email outside the ADCC community

On an ad hoc basis, a list of member’s names, email address and mobile phone number is distributed to all members. Individual members must therefore respect and adhere to the protocol above if and when sending messages on an all members basis.

4.2 Right to be Forgotten

ADCC will not automatically erase personal data of members who leave ADCC

4.3 Data Separation

4.3.1 It is recognised the ADCC officials (or others) may also be officials or members of other separate organisations and may also hold personal data in those capacities. Such members may therefore be Data Controllers for more than one organisation.

4.3.2 ADCC expressly forbids any of its officials or members who hold personal data to share that data with another organisation and such members should also note that they are not permitted to share data the other way around.

4.4 Inter Club and similar Third Party Events

From time to time ADCC participates in such events and this entails personal data (normally member name, image title and physical image (print and/or digital) being given to a third party over which ADCC has no control over how data is held, retained or used. In such circumstances ADCC will ensure that its selection process of images for such events includes the need for explicit consent to be obtained from the member(s) in question

4.5 East Anglia Federation of Photographic Societies (EAF)

ADCC is itself a member of the EAF and such will from time to time provide the EAF with details of its membership which may include providing names and contact details for inclusion in the EAF Club Directory. This will normally be limited to Office holders of ADCC. If members agree to their images being submitted for EAF competitions or Exhibitions then the EAF will handle such data as set out in its Data Protection Policy as published on the EAF website.