Privacy Policy
ePurpose
This Privacy Policy relates to the collection, retention, maintenance, use and destruction of any personal data Guildford Amateur Theatre Association (GATA) utilises. It fulfils any obligation GATA may have in law.
Statement
Your privacy is important to us, and it is GATA’s policy to respect that privacy regarding any information we may collect from you. We are aware of the risk associated with the misuse of personal data and will endeavour to protect you against misuse of any data we collect, hold or maintain.
GATA processes personal data under the following lawful basis in Article 6 of the GDP regulations:
a good reason to protect the individual’s personal data which overrides those legitimate
interests.
NB: The GATA website may link to external sites that are not operated by us. Please be aware that we have no control over the content and practices of these sites and cannot accept responsibility or liability for their respective privacy policies.
What Data GATA Collects and Retains
GATA collects personal data primarily from two groups of people:
GATA collects basic contact information and some photographs necessary for the promotion of the association. Records of subscriptions are also recorded.
The personal data we collect and retain from the public:
GATA collects and maintains basic contact information.
How and When GATA Retains, Maintains and Destroys Data
Retention
GATA retains data both in paper and electronic form. The data is held and maintained by members of the committee for specific purposes such as secretarial and financial duties or publicity purposes.
Maintenance
Data pertaining to members is maintained and updated on an annual subscription basis.
Data pertaining to the public is retained indefinitely or until it becomes evident that the information is no longer of use to the activities of GATA or that GATA activities are no longer of interest to the person/people to whom the data relates. GATA relies on the public for changes/updates in personal data but from time to time may request contacts to reconfirm personal data held and willingness for its continued retention. If following two un-responded follow up requests a confirmation is not received, personal contact details will be removed and destroyed. GATA may retain certain publicity and operational documents for public interest archiving, historical research or statistical purposes.
How GATA Uses Personal Data
The data GATA collects is used in the “Legitimate Interest” of GATA activities and undertakings.
GATA uses the personal data it collects:
Security and Destruction
GATA will endeavour to maintain the security of the data in its possession and not to disseminate it in any unauthorised manner, e.g., paper copies will be kept securely, and oversight of active documents guarded against. At redundancy paper documents will, as a minimum, be shredded prior to disposal.
Electronic data will be kept on a password protected device and again oversight of active documents guarded against. Emails to groups will be sent either individually or by blind copy. At redundancy, electronic data will be deleted including from any backup copies held.
Rights of the Subject (the person about whom the data record relates)
As it is a Subject’s right, access to/deletion of, data pertaining to an individual and only that individual will be provided/destroyed at the request of the individual as soon as practical upon reasonable validation of the requester’s identification. A Subject Access Request should be made to the DATA Protection Officer (DPO) preferably by email.
Your rights in detail can be accessed here - https://ico.org.uk/your-data-matters/
For questions relating to this policy or to make a Subject Access Request, email either the Secretary or Chair using the forms on the contact page of the GATA website or in person to a committee member.
Signed: ____________________________________________ GATA Chair/DPO
Authorised: __________________________________________ GATA Secretary
This policy is effective from January 2024 and will be reviewed in January 2025
This Privacy Policy relates to the collection, retention, maintenance, use and destruction of any personal data Guildford Amateur Theatre Association (GATA) utilises. It fulfils any obligation GATA may have in law.
Statement
Your privacy is important to us, and it is GATA’s policy to respect that privacy regarding any information we may collect from you. We are aware of the risk associated with the misuse of personal data and will endeavour to protect you against misuse of any data we collect, hold or maintain.
GATA processes personal data under the following lawful basis in Article 6 of the GDP regulations:
- Consent: the individual has given clear consent for GATA to process their personal data for specific purposes.
a good reason to protect the individual’s personal data which overrides those legitimate
interests.
NB: The GATA website may link to external sites that are not operated by us. Please be aware that we have no control over the content and practices of these sites and cannot accept responsibility or liability for their respective privacy policies.
What Data GATA Collects and Retains
GATA collects personal data primarily from two groups of people:
- Members – those subscribing to GATA, and
- The Public – those who attend GATA events. These might include ex members of GATA or members of other societies.
GATA collects basic contact information and some photographs necessary for the promotion of the association. Records of subscriptions are also recorded.
The personal data we collect and retain from the public:
GATA collects and maintains basic contact information.
How and When GATA Retains, Maintains and Destroys Data
Retention
GATA retains data both in paper and electronic form. The data is held and maintained by members of the committee for specific purposes such as secretarial and financial duties or publicity purposes.
Maintenance
Data pertaining to members is maintained and updated on an annual subscription basis.
Data pertaining to the public is retained indefinitely or until it becomes evident that the information is no longer of use to the activities of GATA or that GATA activities are no longer of interest to the person/people to whom the data relates. GATA relies on the public for changes/updates in personal data but from time to time may request contacts to reconfirm personal data held and willingness for its continued retention. If following two un-responded follow up requests a confirmation is not received, personal contact details will be removed and destroyed. GATA may retain certain publicity and operational documents for public interest archiving, historical research or statistical purposes.
How GATA Uses Personal Data
The data GATA collects is used in the “Legitimate Interest” of GATA activities and undertakings.
GATA uses the personal data it collects:
- to keep members and the public informed of activities that we believe will interest the receiver.
- to keep members informed of related activities and requirements.
- in the operation and organisation of GATA business.
- for publicity purposes.
Security and Destruction
GATA will endeavour to maintain the security of the data in its possession and not to disseminate it in any unauthorised manner, e.g., paper copies will be kept securely, and oversight of active documents guarded against. At redundancy paper documents will, as a minimum, be shredded prior to disposal.
Electronic data will be kept on a password protected device and again oversight of active documents guarded against. Emails to groups will be sent either individually or by blind copy. At redundancy, electronic data will be deleted including from any backup copies held.
Rights of the Subject (the person about whom the data record relates)
As it is a Subject’s right, access to/deletion of, data pertaining to an individual and only that individual will be provided/destroyed at the request of the individual as soon as practical upon reasonable validation of the requester’s identification. A Subject Access Request should be made to the DATA Protection Officer (DPO) preferably by email.
Your rights in detail can be accessed here - https://ico.org.uk/your-data-matters/
For questions relating to this policy or to make a Subject Access Request, email either the Secretary or Chair using the forms on the contact page of the GATA website or in person to a committee member.
Signed: ____________________________________________ GATA Chair/DPO
Authorised: __________________________________________ GATA Secretary
This policy is effective from January 2024 and will be reviewed in January 2025
