North Norfolk Astronomy Society (hereafter 'NNAS') treats your privacy rights seriously. This privacy policy sets out how we will deal with your 'personal information', that is, information that could identify, or is related to the identity of, an individual.
What personal information do we collect?
When you express an interest in becoming a member of NNAS you will be asked to provide certain information. This includes:
- Name.
- Home address.
- Email address.
- Telephone number.
- Subscription preferences.
- Gift Aid consent.
How do we collect this personal information?
All the information collected is obtained directly from you. This is usually at the point of your initial registration or renewal of membership. The information will be collected via membership forms or online contact forms. At the point that you provide your personal information for membership purposes, we will also request that you provide consent for us to store and use your data. Your consent is required in order to ensure our compliance with data protection legislation. You will be asked to consent to your information being used for communications on Society matters.
How do we use your personal information?
We use your personal information:
- To provide our NNAS activities and services to you.
- For administration, planning and management of our NNAS.
- To communicate with you about wider astronomy activities.
- To monitor, develop and improve the provision of our NNAS activities.
We will send you messages by email, text, other digital methods, telephone and post to advise you of NNAS activities.
Who do we share your personal information with?
We may disclose information about you, including your personal information:
- Internally – to committee members and our event organiser – as required to facilitate your participation in our NNAS activities.
- Externally – for the purposes of access to our website and with your consent for products or services such as advertising of second hand telescope equipment and astronomy related items. Direct mailing for magazines (such as the FAS astro calendar). Where such systems are used, the committee has scrutinised the Terms and Conditions of each supplier and judged that their digital and physical systems and procedures are secure.
- If we have a statutory duty to disclose it for other legal and regulatory reasons.
Where we need to share your information outside of NNAS we will seek your permission and inform you as to who the information will be shared with and for what purpose.
How long do we keep your personal information?
We need to keep your information so that we can provide our services to you. In most instances information about your membership will not be stored for longer than 6 months after you leave us. The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer whilst a matter is investigated or resolved. Where this is the case then the member/s will be informed as to how long the information will be held for and when it is deleted.
How your information can be updated or corrected
To ensure the information we hold is accurate and up to date, members need to inform NNAS as to any changes to their personal information. You can do this by contacting the membership secretary at any time:
Email: member.secATnnas.org
You can also update your personal information directly on NNAS web site.
At any time you will have the opportunity to update your information, as required, via the members details section ofg the web site. You can also request by contacting the membership secretary – as detailed above. There may be certain circumstances where we are not able to comply with this request. This would include where the information may contain references to another individuals or for legal, investigative or security reasons. Otherwise we will usually respond within 14 days of the request being made.
How do we store your personal information?
We have in place a range of security safeguards to protect your personal information against loss or theft, as well as unauthorised access, disclosure, copying, use, or modification. Security measures include technological measures such as Secure Socket Layer (SSL) encryption of our website, which creates a secure connection with your browser when you register and login in to our online services.
Your membership information is held in an encrypted database and accessed by the Membership Secretary, the Chairman and the Website Administrator of NNAS, if they need to obtain your information for the business of NNAS.
Your contact information held by NNAS may be held in digital form and accessed by the Events Co-ordinator to allow promotion of NNAS activities.
Availability and changes to this policy
This policy is available on this website or from the Membership Secretary. This policy may change from time to time. If we make any material changes we will make members aware of this.
Contact
If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact us:
Email:
Approved – NNAS Committee 22 May 2018
