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Privacy Statement



The Society holds the names, postal addresses, e-mail addresses, date of joining and telephone numbers of its members.

These are held on a database managed by the Membership Secretary. Other members of the Committee who send out communications have access to the database. The data also includes a field to indicate if the member made a further choice to keep their details ‘confidential’. If so, their details are not disclosed to anyone other than a committee member who needs to communicate with them. Even if non-confidential, details are never disclosed or transmitted to anyone outside the Society without the member’s explicit consent. The society does not store any information relating to children under the age of sixteen without the explicit consent of the parent or guardian.

The data is held for the following purposes: telling members about the activities of the Society; receiving its publications; administering membership; requesting help; thanking for their help and asking for permission to use their text or images. Members can choose to receive a newsletter giving information about the society’s events and those of other organizations with an interest in natural history. Names and contact information for walk leaders, committee members and recorders will appear on some printed materials, press releases and posters.

The society will use reasonable endeavours to ensure that member data is not lost, used or accessed in an unauthorised way, altered or disclosed. If any breach in data security is detected the society will inform members of this as soon as possible.

Members can apply at any time to the Membership Secretary for a copy of the data that the society holds about them or request the data is updated or deleted. If members fail to renew their subscriptions, the data is removed from the database after two years from when the subscription was due.
This Policy is published on the Society’s website, and on membership application and renewal forms. Changes to this policy will be published on the web site and if appropriate will be informed to all members in writing.

19th May 2018