What information do we collect and how is it collected?
We collect and hold the following personal details of our members:
This information is collected when members join IFS by completing an application form and paying the subscription fee. We also collect this information from people who have expressed an interest in joining the Society and require further information.
What do we use member’s personal details for?
We use member’s personal details to:
Post our brochure, membership application forms and associated information to prospective members.
Post membership cards to members who have paid their subscription fees.
Correspond with members and prospective members answering their queries on membership matters.
Post our annual survey and five-yearly questionnaire to all members.
Email members with details of forthcoming IFS events.
Contact is primarily by post and email.
How we use this information
The information we collect from you is used solely for the administration of IFS and to inform you about its activities. We do not share your information with any other organisation or individual.
We retain your information while you are a member and for two years after the end of each season. This is so that we can send you details of our forthcoming season and invite you to join. If a member does not renew membership we will delete their contact details two years after membership has lapsed.
You may ask us to delete your details at any time. Thereafter, you will not receive any communication from us.
How do we store this information?
By joining the Society and paying the annual subscription members are agreeing to the sharing of their personal details with us for the purposes stated above and to the storage of their details in an off-line encrypted file. For occasional more rapid communication your email address will be stored on an email server.
Legal basis for use of the information
Use of information about members is based on Legitimate Interest: that is its use is essential to the running of IFS and serving its members. Consent to use the data for this purpose is implied in its provision.
You have the right:
To be informed about the collection and use of your personal data.
To rectify any information that is inaccurate or incomplete.
To erase any information we hold if it is no longer necessary for the purpose for which it was collected.
To restrict the purposes for which your data is used.
To be provided with your information in a form that can be transferred to other organisations.
Our website uses Google Analytics, a service which transmits website traffic data to Google servers in the United States. Google Analytics does not identify individual users or associate your IP address with any other data held by Google. We use reports provided by Google Analytics to help us understand website traffic and webpage usage.
Who is responsible for the Policy?
This policy is the responsibility of the IFS Committee. Only named members of the Committee have access to our membership database. The collection and use of members’ personal details conforms to the Data Protection Act 2018 and the General Data Protection Regulations.
To find out more about data protection visit the Information Commissioner’s Office website: https://ico.org.uk/
Ilkley Film Society Committee