Your Personal Data and Leeds Geological Association (LGA)
An individual’s confidentiality is protected by the Data Protection Act, the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and the Privacy and Electronic Communications Regulations 2016 (PECR). Personal information supplied by all individuals (members, visitors and others) to the LGA will be kept on file and stored securely. This personal information (data) will be deleted once it is no longer considered to be relevant to the LGA’s activities or when the individual requests that it be deleted.
When you fill in Membership Application, Gift Aid and Standing Order forms you are asked to provide LGA with some personal data, as asked for on the Joining/Application for Membership form, namely full name and postal address, email address together with home telephone and mobile telephone numbers. We also ask you to consent to the ways in which we may communicate with you.
We will use the data to provide the service that you expect as a result of your membership and will communicate with you in the way(s) you have agreed. The data we hold will be used to send you notices of lectures, field trips, membership renewal and subscription information, geological news and geological events held by LGA and other organisations, your copy of the annual Field Visit Reports and Notices of the Annual General Meeting and any Special General Meeting. We will also use it to apply for Gift Aid where you wish us to do so.
You may amend or withdraw any of those consents at any time. When you cease to be a member your data will be deleted on 31st December following the end of the accounting year (1st November to 31st October) in which you do not pay a membership subscription. However, as required by Her Majesty’s Revenue and Customs, your Gift Aid Declaration will be kept for six years after the end of the last accounting year in which we make a claim on your final year’s subscription.
At a field meeting, members and temporary members (see Membership) and also leaders are required to sign the attendance register for insurance purposes and are asked to record a contact phone number in case of an accident. This register will be retained for three years after the end of the accounting year in which the meeting took place.
For historical purposes, each year an abbreviated list of members (name only) who were members or who attended lectures will be retained.
Visitors and other individuals who contact the LGA
The LGA will collect such personal information as is voluntarily offered by the individual in order for the Association to provide the individual with the information they seek. This data will be deleted when the purpose for keeping it has ended. However, the names of those attending lectures will be retained for historical purposes only.
Lecturers and Field Visit Leaders
The LGA will collect personal information, identical to that collected from members, which we consider necessary to communicate with past, present and potential future lecturers and field visit leaders. This information will be deleted when the purpose for keeping it has ended or earlier, if the individual asks.
Photographs of members, temporary members and leaders may appear on this website and in Field Visit Reports for the purpose of demonstrating geological features and for scale. The person(s) will not be identified by name.
Data will be stored securely and accessed only by Council members in the performance of their LGA duties or by others only if required by law, for example by HMRC in relation to Gift Aid.
We will never knowingly share your personal information with other organisations, companies or charities for marketing or other purposes.
Members, visitors and others have the right of access to a copy of the information that we hold about you (a subject access request) obtainable, subject to proof of identity, from the LGA Hon Secretary (contact firstname.lastname@example.org).
You have the right to object to the ICO (Information Commissioners Office) if you feel that LGA is not handling your data in a satisfactory manner.
Data transmission over the internet is inherently insecure, and the LGA cannot guarantee the security of data. The website contains links to other websites. The LGA is not responsible for the privacy policies or practices of third party websites.
Approved by LGA Council: June 2021
NextReview Date: As required and certainly in 2024