Canterbury Commemoration Society

GDPR Data Policy

Introduction From 25th May 2018 the General Data Protection Regulation (GDPR) came into force, controlling the use and storage of personal information. The Canterbury Commemoration Society (CCS) must comply.

One of the main parts of our compliance is that members, project donors and other benefactors must opt in to agree to our holding and using their personal information. When necessary, the CCS Secretary or Treasurer emails members, project donors and other benefactors, seeking their agreement.

This document explains some of the main features of the GDPR in its application to the CCS.

What is personal information?  Personal information is any information stored about an individual, which can be used to identify that individual and link them to any further information.

What information does the CCS collect?  The CCS maintains a database that includes the name, contact telephone numbers, postal and email address, and miscellaneous information about members (e.g., ‘former trustee’). It also holds details of contributions which project donors and other benefactors have made to the CCS.

What does the CCS use this information for?  The CCS uses contact details to generate mailings about meetings, events, and other news of the CCS, and for accounting purposes.

Where and how does the CCS store this information?  The CCS trustees hold the membership database. The CCS Treasurer holds information about project donors and other benefactors.

The database and information about donors and benefactors are held on password-protected PCs with up-to-date security software.

How long does the CCS store this information?  The CCS holds personal information:

  1. while an individual is a member. When an individual leaves the CCS, they will be asked if they wish to be added to a contacts list to be told of events, otherwise their personal information will be deleted from the database, and
  2. until a project donor or other benefactor tells the CCS in writing that they wish their personal information to be deleted from CCS records.

Who can view it and what can they view?  Trustees may view the database for the purposes of CCS business. Members, project donors and other benefactors may see and, if necessary, correct their own data.

Is any of my personal information shared, and if so, with whom?  Personal information is not shared with any third party.