General Data Protection Regulations 2018

General Data Protection Regulation (“GDPR”), came into effect on May 25th 2018 which oblige all Clubs and Societies to inform their members about the information they store, how it is used, and about who has access to that information. The following was agreed by the President and the Committee of the Stevenage Locomotive Society (‘Society’).

The Stevenage Locomotive Society (‘Society’) currently stores the following information:-

· Members Names
· Address 
· Telephone number (Land line &/or mobile, if supplied)
· Email address (if supplied)
· How and when subscriptions/donations are paid [but not bank details]
· Length of membership
· Whether or not the person is a Life/honorary Member [membership status]
· Whether or not the person (or any Organisation/Society/Club/Publisher) receives a complimentary copy of our monthly magazine ‘AURORA

This information is collected when individuals sign up for their annual membership

Purpose :- The information is used for the following purposes:

· Administration of memberships
· Ensuring the delivery of monthly ‘AURORA’ magazine to intended recipients
· Distribution of any letters and any other items to intended recipients
· Distribution of AGM material and Society accounts

We will only use the information for the purposes for which it was collected, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose and aims of our Society. 
Should we need to use the information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 
The information may be shared with those concerned with the distribution of your ‘AURORA‘ magazine, any additional Newsletters and any Society correspondence.

Safeguarding :- The information is available only to :- 

· The Current committee and the current elected President
· The person(s) responsible for the creation of the address labels for communications to members and receivers of any complimentary magazines
· The person(s) responsible for Aurora magazine and any other correspondence distribution.

The above information is collated by the Membership Secretary to whom requests for alteration of personal details should be addressed.
It is important that the information held about members is accurate and current.

Please keep us informed if your personal information changes during your relationship with us. 

Personal information will be retained for the duration of the membership to which it relates and will be deleted after one year and two months of non-payment of subscription, or immediately upon notification of cessation of membership (whichever is sooner).

Under certain circumstances, by law you have the right to:- 

· request access to your personal information 
· request correction of the personal information that we hold about you
· request erasure of your personal information
· object to use of your personal information
· request the suspension of use of personal information about you 
· request the transfer of your information to another party.

Contact details of relevant Society Officers are listed on the inside front cover of each copy of ‘AURORA’ magazine in case of any questions.