a) Sussex Indian Punjabi Society has a data protection policy which is reviewed regularly. In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data.
b) These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here. In these cases we will ensure our Data Protection Policy is upheld.
2. General procedures
a) Data will be stored securely. When it is stored electronically, it will be kept in password protected files. When it is stored online in a third party website (e.g. Google Drive) we will ensure the third party complies with the GDPR. When it is stored on paper it will be filed carefully in a locked filing cabinet.
b) When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper data is shredded.
c) We will keep records of consent given for us to collect, use and store data. These records will be stored securely.
3. Membership information
a) Members will fill in a membership form which will include:
- their names and contact details – this will be used to inform them of the society’s events and activities
- optional information about their children, location and age – this will be used to help the Society plan our activities and events
b) Members will:
- be added to our mailing list
- have the option to be added to our electronic messaging group (currently WhatsApp).
c) When people complete a membership form we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time. We will ask them to give separate consent to:
- receive information about the Society’s events and activities
- be added to our electronic messaging group (currently WhatsApp)
- keep information about their children, location and age to (a) help the society plan our activities and events (b) provide summary reports to outside bodies (e.g. Brighton and Hove City Council)
4. Mailing list
a) We will maintain a mailing list. This will include the names and contact details of members and other people who wish to receive publicity from Sussex Indian Punjabi Society.
b) When people sign up to the list we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time. We will ask them to give consent to receive information about the Society’s events and activities.
c) We will not use the mailing list in any way that the individuals on it have not explicitly consented to.
d) We will provide information about how to be removed from the list with every mailing.
e) We will use mailing list providers who store data within the EU.
5. Selling tickets
a) We sell tickets to some of our events to help cover the cost.
b) To buy tickets people can contact a committee member or purchase them through an online platform (such as Eventbrite).
c) When buying tickets, people will be asked if they wish to be added to our mailing list (see section 3). If they do not opt to be on the mailing list, their details will be deleted within one month of the event, and will not be used for any purpose other than communicating with them about the event.
6. Contacting committee members and other volunteers
a) The committee need to be in contact with one another in order to run the organisation effectively and ensure its legal obligations are met.
b) The committee will also need to be in contact with volunteers, and volunteers may need to be in contact with each other, in order to carry out their tasks effectively.
c) Committee and volunteer contact details will be shared among the committee and volunteers.
d) Committee members and volunteers will not share each other’s contact details with anyone outside of the committee, or use them for anything other than Sussex Indian Punjabi Society business, without explicit consent.
These procedures will be reviewed every two years