General Data Protection Regulation (effective 25th May 2018)
Audit of data held by the Richard Jefferies Society.
This document has
been prepared and is held by Jean Saunders, the Honorary Secretary of the
Richard Jefferies Society, who is the Data Controller and Data Processor as
identified in the GDPR. It outlines how data is processed and what it is used
for.
The Richard Jefferies Society was established
in 1950 and has members in all parts of the world. It is a registered
charity (no. 1042838) managed by an Executive Council of
volunteers.The Objects
of the Society are:
o To promote interest in, and
respect for the life and works of Richard Jefferies.
o To hold meetings of its members
and others, at which lectures may be given bearing on the life, work and times
of Richard Jefferies.
o To maintain a collection of and
help make available to members copies of the works of Richard Jefferies and
associated literature.
o To monitor and protect as far as
possible the buildings and countryside associated with Richard Jefferies.
o To
provide members with news and information about Richard Jefferies by means of a
newsletter and journal.
A
database is necessary to service our members with information, news and other
publications. Members pay an annual subscription, due on 1 July, unless they
have registered for Life Membership or if they have been granted Honorary
Membership status. Membership can be
taken out by individuals, organisations or companies and a joint membership can
be applied to two people at the same address.
Information
about members is provided by the subscriber when he or she joins the Society. Full
records are held on a card index system. This card denotes the title/s of the
member, name/s and postal address. Telephone numbers and email addresses are
recorded if this information has been provided by the member. The index card
also records a unique membership number provided by the data controller, the
date when the member joined the RJS and records of annual subscriptions and
donations - the amount paid, date of payment, process of payment, and whether
Gift-Aided. In some records, notes are added - for example, if a member is
related to Richard Jefferies. Life Members have to be over 60 to take out life
membership, and the date of birth is recorded where appropriate. For Joint
membership, should a member die, this information is noted on the card and the
same card is still used to record information about the living member. The
cards are updated with new information provided by the Member (eg change of
address etc) and when the index card is full, another card is stapled to the
original. Should the member resign or die or fail to pay their annual
membership fee, their index card is removed and held in the archives. If
members fail to respond to reminders to pay annual subscriptions six months
after the due date, the membership is deemed terminated and the record card
placed in the archives.
An
annual record of all membership is held electronically on a Microsoft
spreadsheet. This is used to record the member's name, address, date of payment
of subscription, amount paid, donation
given, whether gift-aided and any special note particular to the individual.
For example if the member has paid for future years in advance. These records
identify quickly which members require any reminder to be sent if the
membership is unpaid and provide easy access to receipts for accountancy
purposes. These spreadsheets are retained in the archives in both printed and
electronic form.
In
order to communicate with our members, this procedure is predominantly carried
out on a mass basis with the circulation of a Spring and Autumn newsletter, an
Annual Report and a Journal. An annual mailing list is maintained
electronically that is used to print off names and addresses of members on
envelopes or address labels and updated every membership year. This document is
held as a Word document and retained as an archive electronically.
Membership
annual renewal forms are circulated with main mailings. If members fail to
renew their subscriptions, reminders are sent to members mainly by post or are
emailed (where appropriate) individually to the person concerned.
Members
are rarely contacted by telephone or email unless that person has contacted us
for a specific enquiry.
The
RJS Executive Council meets three times a year and relies mainly on email to
communicate. Changes to procedures are underway to protect the personal data of
Executive Council members.
The
RJS no longer maintains an e-group for members who wished to be informed about
updated news by email. A Facebook page was set up by one of our Executive
Council members and news items are placed there. It is a private page and
subscribers must "join" to read the contents. It has its own
"membership" and the majority of subscribers are not paper members of
the Society. The Facebook page is not used for data processing purposes.
The
RJS has a website (I am also the webmaster) and my home address is provided for
contact along with a dedicated email address for people to make contact. We do
not make use of cookies apart from one that sends weekly reports of the number
of visitors to the site. This information is merely of minor interest to me and
the results are not kept. There are links to a blogspot facility, flickr page, Paypal (for membership payments) and books can
be purchased via freewebstore. We have
no control over cookies used by third parties.
Any
email or telephone inquiries from non-members are dealt with as appropriate. No
personal information about the inquirer is stored on a database or shared with
others without their permission.
Annual
book sales records are kept for accounting purposes only.
The
RJS does not share any data with third parties apart from printed records that
are sent annually to our duly appointed Examiner of Accounts.
There
is a privacy statement on our website as follows:
Richard
Jefferies Society Privacy Statement
What are cookies? ‘Cookies’ are small
text files that are stored by the browser (e.g. Internet Explorer or Safari) on
your computer or mobile phone. They allow websites to store such things as user
preferences. You can think of cookies as providing a “memory” for the website,
enabling it to recognise a user and respond appropriately.
Anonymous analytics cookies - Every
time a user visits our website, web analytics software provided by a third
party generates an anonymous analytics cookie. These cookies tell us how many
users visit the site each day. These cookies cannot be used to identify
individuals or personal information.
Personal information will only be
collected when you email the Richard Jefferies Society. Where you voluntarily
choose to give us your personal details, it will be used exclusively for
providing you with information or services you have requested.
Other third party cookies - On some
links, third parties may also set their own anonymous cookies, for the purposes
of tracking the success of their application, or customising the application
for you. Because of how cookies work, we cannot access these cookies, nor can
the third parties access the data in cookies used by this website.
How do I turn cookies off? You can
restrict or block cookies through your browser settings. The Help function
within your browser should tell you how. Alternatively, visit www.aboutcookies.org.
For information on how to do this on your mobile phone, refer to your manual.
In
accordance with the GDPR we are in the process of collecting permissions from
Members. The following notice is about to be circulated to all members on our
database.
IMPORTANT
NOTICE & URGENT ACTION
FOR ALL MEMBERS
General
Data Protection Regulation (effective 25th May 2018)
The Richard
Jefferies Society is required by new law to obtain members’ specific permission
to hold their contact details on a database. We use this information for the
purpose of communicating with our membership, and for sending out mailings.
The information
we hold was supplied by you as part of your membership subscription. It lists
your name/s and address and, where provided, your telephone number and email
address (see below*). The information on the database will never be divulged to
a third party without a member’s individual permission.
We
must receive your permission to hold and to use the information as outlined
above. We cannot communicate with you without your written permission to do so
and we are not allowed to assume you agree if you do not reply. To do
otherwise will mean we would be breaking the law. Permission would extend to any updated contact details provided by you
in the future and will lapse when you are no longer a member. You can withdraw consent
ay any time.
Please
sign, date and return this complete notice to the Hon. Sec. as soon as
possible.
[* Section used to provide member's names, addresses, telephone number and email
addresses held on record by the RJS]
I/we give
permission for the Richard Jefferies Society to hold and to use my/our contact
details as outlined in this notice. (For joint membership, both members should
sign please.)
Signature(s) _ _ _ _ _ _ _ _
_ _ _ _ _ _ _ _ _
Date ....................................................
Jean Saunders
Honorary Secretary
Richard Jefferies
Society
8 April 2018
