Stour Astronomical Society

Privacy Notice and Data Protection Policy


Stour Astronomical Society is committed to ensuring that data is collected and used appropriately, fairly and lawfully.

What data is collected?

Personal data is collected from members of the Society. This may include, for example, name, address, telephone numbers, email addresses. Only data necessary for the Societys activities is collected. Contact details are also collected from prospective new members who enquire about the Society, to enable information about the Society to be supplied to them.

How is personal data used?

Data is used for the management of the Society and organisation of events and activities. This includes communicating with members by post, telephone and email, about their membership status, organisational issues, news and information about the Society, financial transactions with the Society, and promoting the Society activities. Personal data collected by the Society is not to be used for any other purpose.

Who has access to personal data?

Data is shared among members of the Society for the purposes described above. Personal data is not shared outside the Society except where necessary for the organisation of the Society activities. For example, information may be used for transport arrangements for a field trip. Data may also be disclosed when required by law, or if disclosure is necessary in an emergency situation.

How is data stored?

Storage of data is distributed among members of the Society. Members holding personal data do so in a safe and secure way that takes reasonable steps to avoid accidental loss or misuse. The Society ensures that members are aware of their obligations to safeguard personal data. For example, passwords should be used to control access to computer records, devices should have up-to-date security software installed and paper records should be stored in a safe place.

Have members given consent?

Processing of members' personal data is justified on the basis of consent from individuals. Members of the Society are made aware of this policy and asked to give consent for their personal data to be collected and used as described. Consent should be given in writing, either on paper, by email or online, and records of the consent retained. Consent may be withdrawn by contacting datacontroller@ There are situations in which data may be used, without specific consent, to pursue legitimate interests of the Society in ways which might reasonably be expected. For example, using contact details when money is owed, or to provide information to prospective new members.

Is the data accurate and up-to-date?

Members are given the opportunity to check the accuracy of the information held about them and to provide updates.

For how long is data retained?

Personal data is kept for current members of the Society and may be retained for up to 3 years beyond membership expiring. Data is deleted if it is out-of-date, or if an individual has withdrawn consent and there is no legitimate need to keep their data. Contact details for prospective new members are deleted if they fail to join the Society or do not give consent to their data being retained. Deletion means removal of records from the current data in use for the Society's activities. Records may still exist as part of archived data that is not available for use. Note that the holding of contact details by individuals for their own social and domestic purposes is outside the scope of this policy.

Who is the Data Controller?

The Society's Chairman acts as data controller and is responsible for ensuring that queries and concerns about data protection are dealt with effectively and promptly. Members have the right to see data held about them and to object to how it is being used. Contact datacontroller@

What information does the Society distribute?

Website and Social Media: Personal data (for example, private contact details) are not displayed on the Society's website unless by specific consent. The website lists the names of the current Committee Members but does not show the full names of other members of the Society. The website includes photographs of members engaged in Society activities and events, but does not identify individuals. If any personally identifiable information is posted on social media, this should be done with appropriate privacy settings.

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