The Society of Old Friends is committed to safeguarding the privacy of members personal data and of website visitors. We will only use your information in line with all applicable data protection laws, with our obligations and your rights under the Data Protection Act 2018 and the General Data Protection Regulation / GDPR (EU) 2016/679.
This policy sets out how we will treat your personal data.
What Personal Data Do We Collect and Hold?
The information we collect, which includes Personal Data is restricted to your name, your home address, your company or personal email address, your contact telephone number(s) and bank details. In addition, our website may collect your IP address.
Where Do We Collect Personal Data From?
We only collect personal data that you have provided as a member of this Society, you may have supplied this either in person, by telephone or by email.
Potential member details may have been passed by recommendation through an existing member or via the contact form on this website
How Will We Use Your Personal Data?
We must always have a lawful basis for using personal data. This may be because the data is necessary for ourperformance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:
- Managing your membership and subscriptions
- Communicating about updates on the Society
- Advising of any changes to Membership rules
- The marketing of Society events
- Responding to specific requests that you make
Will We Share Your Personal Data?
We do not share your personal data with any third party. We use the information you provide only within the Society of Old Friends and this information will only be shared internally with The Society of Old Friends Committee members, to fulfill your membership.
How Do We Protect Your Personal Data?
To maintain the security of your personal data, we implement technical and organisational measures that are appropriate to the risks associated with the loss / illegal processing of your personal data. Information is stored and located in the UK only.
How Long Will We Hold Your Personal Data For?
We will not keep your personal data for any longer than is necessary. If you are a member with us, we will retain your personal data for the life of your membership plus a period of six years after our last contact. Potential member information will be deleted twelve months after our last contact or attempted contact with you.
What Are Your Rights?
As a data subject whose personal information we hold, you have certain rights. If you wish to exercise any of these rights, please email:
In order to process your request, we may ask you to provide a valid form of identification for verification purposes. Your rights are as follows:
The right to be informed
The right of access
You may request a copy of the personal data we hold about you free of charge. Once we have verified your identity, we will provide access to the personal data we hold about you within a month of your request.
If there are exceptional circumstances that mean we can refuse to provide the information, we will explain them. If answering requests is likely to require additional time or unreasonable expense, we will inform you.
The right to rectification
When you believe we hold inaccurate or incomplete personal information about you, you may exercise your right to correct or complete this data. This may be used with the right to restrict processing to make sure that incorrect/incomplete information is not processed until it is corrected.
The right to erasure (the ‘right to be forgotten’)
Where no overriding legal basis or legitimate reason continues to exist for processing personal data, you may request that we delete the personal data we hold. This includes personal data that may have been unlawfully processed. We will take all reasonable steps to ensure erasure.
The right to restrict processing
You may ask us to stop processing your personal data. We will still hold the data, but will not process it any further. This right is an alternative to the right to erasure. If one of the following conditions applies you may exercise the right to restrict processing:
- The accuracy of the personal data is contested
- Processing of the personal data is unlawful
- We no longer need the personal data for processing but the personal data is required for part of a legal process
- The right to object has been exercised and processing is restricted pending a decision on the status of the processing
The right to data portability
You may request your set of personal data be transferred to another controller or processor, provided in a commonly used and machine-readable format. This right is only available if the original processing was on the basis of consent, the processing is by automated means and if the processing is based on the fulfillment of a contractual obligation.
The right to object
You have the right to object to our processing of your data where:
- Processing is based on legitimate interest
- Processing is for the purpose of direct marketing
- Processing is for the purposes of scientific or historic research
- Processing involves automated decision-making and profiling
The rights related to automated decision making
We do not make any automated decisions.
Changes To This Privacy Notice
We may change this Privacy Notice from time to time. This may be necessary, if the law changes, or if the Society changes in a way that affects personal data protection.
Any changes will be made available via:
Should you wish to discuss a complaint, please feel free to contact us using the details provided above. All complaints will be treated in a confidential manner.
Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about our handling of your data, you are entitled to escalate your complaint to the Information Commissioner’s Office (ICO), who is our lead supervisory authority:
Website: www.ico.org.uk Tel: 0303 123 1113