- Child &Vunerable Persons Protection Policy
- General Data Protection Regulation Policy
- Grievance and Complaints Policy (Internal)
CHILD AND VULNERABLE PERSONS
Stalybridge Photographic Society (SPC) meets at Stalybridge St. Peter's Cricket Club, Gorse Hall Road, Dukinfield, Cheshire, SK16 5HN. The venue has wheelchair access and there are no stairs.
SPC welcomes anyone with an interest in photography, but stipulates:
- Any person under the age of 18, whether a member or a visitor, must be accompanied at all times by a parent or legal guardian when involved in club activities (including outside events under the control of the club). The parent or guardian does not need to be a club member.
- Images of children that are displayed during club events or entered into competitions must have prior permission from the Child's parent or legal guardian. It is the responsibility of the author of the image to adhere to this requirement.
- Images of children may only be shown on the club website if written permission is provided by the parent or guardian.
- No person under the age of 18 or considered to be vulnerable is permitted to be a model during club controlled events.
- When the club is involved in public events where children may be photographed, it is the responsibility of the individual to ensure that they comply with any national and local laws, by-laws or policies that prevail at that time and place.
- Vulnerable adults who normally have the services of a carer must be accompanied by an approved carer at all times during club events. The needs of vulnerable adults will be assessed on a case by case basis by a named club official
Stalybridge Photographic Club
General Data Protection Regulation
Data Protection Policy
- Policy prepared by: Kev Gamwell (Club Secretary)
- Approved by committee on: 25th April 2018
- Policy to become operational on: 25th May 2018
- Next review date: 24th April 2019
Stalybridge Photographic Club (SPC) needs to gather and use certain information about individuals.
The individuals may be members of SPC, visitors to the club such as Judges, Speakers and including potential new members along with other people that SPC has a relationship with or necessity to contact.
This policy describes how personal data will be collected, handled and stored to meet data protection standards and comply with the law.
Why this policy exists
This data protection policy ensures that SPC:
- Complies with the law and follows good practice
- Protects the rights of members and club users
- Be open about how it stores, uses and processes personal data of individuals
- Protects itself from a data breach
1. Data protection principles
SPC is committed to processing data in accordance with its responsibilities under the General Data Protection Regulation (GDPR) (EU) 2016/679.
Article 5 of the GDPR requires that personal data shall be:
- processed lawfully, fairly and in a transparent manner in relation to individuals;
- collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
- adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
- accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which it is processed, is erased or rectified without delay;
- kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
- processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
2. General provisions
- This policy applies to all personal data processed by SPC.
- The Responsible Persons shall take responsibility for SPC's ongoing compliance with this policy.
- This policy shall be reviewed at least annually.
- SPC is understood to be exempt from registering with the Information Commissioner's Office as a non-profit organisation that processes personal data. (Organisations or individuals who only process personal data for judicial functions, to maintain a public register or for domestic or recreational reasons are exempt.)
3. Lawful, fair and transparent processing
- To ensure its processing of data is lawful, fair and transparent, SPC shall maintain a Register of Systems.
- The Register of Systems shall be reviewed at least annually.
- Individuals have the right to access their personal data and any such requests made to SPC shall be dealt with in a timely manner.
4. Lawful purposes
- All data processed by SPC must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.
- SPC shall note the appropriate lawful basis in the Register of Systems.
- Where consent is relied upon as a lawful basis for processing data, evidence of opt-in explicit consent shall be kept with the personal data.
- Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in SPC's systems.
5. Data minimisation
- SPC will ensure that all personal data is adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
- SPC will issue weekly email newsletters and other group emails to members or individuals in order to assist in the running and management of the club and club events. Members have the right to unsubscribe from these emails at any time.
- SPC will never sell or exchange members personal data to any third party for the purpose of any marketing or profiteering.
- SPC will only collect names and addresses (physical and email) for club management purposes including an historical record for club archives.
- SPC members who submit images to club competitions and affiliated competitions e.g. battles or federation competitions will be responsible for the metadata held within those images.
- SPC utilises a website (static) to serve the club membership and any other community interest. The website does not collect any personal data. The hosting company (34sp) is GDPR compliant.
- SPC also uses the social media platform Facebook (The Official Stalybridge Photographic Club). The Facebook group is a closed group accessible only to fully paid up members of the club. Facebook is fully compliant with GDPR. No other social media platforms are used by SPC. SPC disassociates itself with any similar named groups on any other platforms.
- All data held by SPC will be kept on two password protected portable hard drives which will be held by two Officers of the Club. All data will be regularly backed up to ensure the content is up to date. Each of the hard drives will be kept at separate locations in order to maintain a level of security.
- SPC shall take reasonable steps to ensure personal data is accurate.
- Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
- To ensure that personal data is kept for no longer than necessary, SPC shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
- The archiving policy shall consider what data should/must be retained, for how long, and why.
- SPC shall ensure that personal data is stored securely using modern software that is kept up-to-date.
- Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
- When personal data is deleted this should be done safely and such that the data is irrecoverable.
- Appropriate back-up and disaster recovery solutions shall be in place.
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, SPC shall promptly assess the risk to people's rights and freedoms and if appropriate report this breach to the ICO.
Stalybridge Photographic Club
Grievance and Complaints Policy (Internal)
Stalybridge Photographic Club (hereafter referred to as SPC) will identify a complaint as an expression of dissatisfaction with either the conduct of SPC, the Committee or its members.
Whenever possible SPC will seek to resolve complaints informally at the time.
It is intended that grievance/complaints procedure should be easily accessible, that all complaints are fully and fairly investigated, and that the complaints process should provide an effective response and appropriate redress. Any punitive measures must be proportionate to the grievance/complaint.
A grievance/complaint may be made by any member of SPC. That member must be the aggrieved. Third party submissions will not be accepted.
The grievance must be made as soon as practicable after the incident in question and in any case within seven days of the event and must be submitted in writing (paper or email) addressed to the SPC secretary or any other elected committee member. The written complaint must give a full account of the event which is subject of the complaint.
The grievance/complaint will be classed as minor/major. This decision will be made by the committee.
Minor grievances/complaints will be dealt with informally by committee agreement and the complainant will be informed of the resolution at the earliest opportunity. There is no appeal with regard to minor grievances/complaints. The committee's decision is final.
Major grievances/complaints will be dealt with by initial informal procedure, being followed up by a special committee meeting called to fully discuss the issue in full, having regard to any impact on the complainant or SPC. The complainant will be informed at the earliest opportunity of the committee's decision. Should the complainant wish to appeal the committee's decision, a notice of appeal must be made in writing (or email). The appeal will be held with the committee and the complainant where reasoning from both sides will be heard. An ordinary SPC member (accepted by both sides) will be requested to observe only to ensure fairness is maintained. The committee will then issue the resolution which will be full and final.