Wilstead Players Data Protection Policy 

 

The Wilstead Players is a local amateur drama group performing various theatrical productions annually.  It is a not for profit organisation and retains certain information about its Members, Patrons and Supporters, to meet its objectives and to comply with legal obligations.

The organisation is committed to ensuring that any personal data is dealt with in line with the Data Protection Act 1988 and the General Data Protection Regulation 2018.  To comply with the law, personal information will be used fairly, stored securely and not disclosed to any other person unlawfully.

In line with the Data Protection Act 1998 and the General Data Protection Regulation 2018, the organisation will ensure that personal data:

  • Is obtained fairly and lawfully and for a specific and lawful purpose
  • Is adequate and relevant, but not excessive
  • Is accurate and up-to-date
  • Will not be held longer than necessary
  • Is processed in accordance with the rights of data subjects
  • Is subject to appropriate security measures.

Wilstead Players processes the following personal information:

Committee members            Names, email addresses and telephone numbers 

Patrons and Supporters        Names and email addresses

Wilstead Players will ensure that data:

  • Will not be sold to companies or given to public organisations.  Personal data of Committee Members (names, emails and telephone numbers) will only be passed to other members of the Committee to enable appropriate provision of communication
  • Will be accurate and kept up to date
  • Will be erased from the files when that person is no longer involved with the organisation or when expressly requested
  • Will be retained in a secure place and, where relevant, on a computer which is password protected.

1.

Procedure for implementing the Data Protection Policy

1. Privacy Notice

The following privacy notice will be added to the Wilstead Players’ website

Wilstead Players will retain personal and other relevant data for as long as is necessary to communicate between Members, Committee Members, Patrons and Supporters of Wilstead Players.  This information will be held securely and shared only with those associated with the Players.  This information will not be shared with outside agencies, but Wilstead Players reserves the right to use the contact details to inform you of activities within the organisation.

2. Informed Consent

At the point of engagement with the Wilstead Players, new Members will be asked to give their explicit consent to Wilstead Players’ appropriate use of their data.  The following statement will appear on all hard copy and online application forms:

I hereby give my consent to Wilstead Players to retain and use the personal data I have supplied in relation to my membership in line with the General Data Protection Regulation 2018 and its own Data Protection Policy.  I understand that my data will be erased from the files of Wilstead Players within two months of the cessation of my membership of Wilstead Players.

3. Data Protection Officer

It is neither appropriate nor necessary for Wilstead Players to appoint a Data Protection Officer.  However, responsibility for ensuring compliance with the General Data Protection Regulation lies with the Committee.  It is anticipated that any issues from Members will be directed in the first instance to the Chairman/Secretary who will report to the Members of the Committee.

4.Subject Access Requests

Subject access requests should be submitted in the first instance to the Chairman/Secretary of Wilstead Players.  All requests will be dealt with within 28 days and there will be no charge.

5. Data Breaches

Any instance of a data breach should be submitted to the Chairman/Secretary who will refer the matter to the Committee.  The Committee will nominate one of their number to investigate the matter.

2.

7. The Controller of Information

The Controller of information held by Wilstead Players shall be the Chairman of the Wilstead Players’ Committee.

8. The Processor of Information

The Processor of information held by the Village Hall shall be the Chairman of the Wilstead Players’ Committee.