Abingdon Silver Group (ASG) is a small club based at John Mason School in Abingdon. Its members enjoy the advantage of a well-equipped workshop and the benefits of working together with a variety of people who share a passion for silversmithing. ASG also offers a short beginners course, allowing people to learn the basics that they can then build on with support from more experienced members of ASG.
- what personal data ASG collects from its members and people who express interest in ASG and/or its introduction to silversmithing course
- how this information is used
- the legal basis under the General Data Protection Regulation for holding and processing the data
- how long the data will be retained
- how an individual can contact ASG to find out what personal data is held on them
All personal data held by ASG is used only for club purposes. All reasonable physical and technical measures are in place to protect this information. No personal data collected by ASG is stored in the Cloud. ASG does not share personal information with third parties unless specifically required to do so by law.
The legal basis under which ASG holds and uses personal data is legitimate interests. The data are used only in ways ASG members and people expressing interest in ASG would reasonably expect and does not have a detrimental effect on their privacy.
- ASG holds the contact information provided by members on their membership application form (name, address, phone number and email address, vehicle registration mark). These details are used to:
- alert members to time-critical events such as the last minute cancellation of a session
- send members newsletters giving them details of term dates, social events and general information
- help to resolve any parking issues at the venue
Members’ data (name, phone number, email address) are shared with all active members to enable the exchange of information between members on silversmithing topics or to seek advice between workshop sessions.
A record of attendance at a session is compiled by the ASG treasurer (or another committee member in the treasurer’s absence). This is done to:
- provide a list of those present in event of needing to evacuate the workshop
- provide a record who paid any session fee
- enable attendance to be analysed to optimise fees and session dates
Membership application forms and the membership list are held by the membership secretary. The records are retained for as long as someone is a paid-up member. They are destroyed after one year following the end of the ASG year of membership, if a lapsed member wishes to stay in contact, after three years unless agreement is renewed.
Term attendance sheets are held by the ASG treasurer. These are retained with the ASG financial records for six years plus the current financial year.
People expressing interest in ASG activities
This group includes:
- people whose membership has lapsed but who retain an interest in silversmithing and want to keep in touch with ASG
- people who contact ASG to find out more or to enquire about becoming a member
- people who contact ASG about its introduction to silversmithing course
The contact details of lapsed members are used to send them ASG newsletters to keep them up-to-date with what’s happening in case they want to return.
The name and phone number and/or email address of prospective members are held by the membership secretary. These details are used to follow interest from prospective members.
Details of the course are available on the Beginners page of the ASG website (https://abingdonsilvergroup.com). The name and phone number and/or email address of people expressing interest in attending the course are held by the ASG course tutor, who uses them to:
- send details of the next course
- sign up people to the course
- send information about ASG
The details of prospective members or participants in the introductory course are removed from the mailing list one year after the ASG year of contact if the person has not become a member and/or signed up for the introductory course in that time.
Access to your information and correction
You have the right to request a copy of the information the Group holds about you. If you would like a copy of some or all of your personal information, please email the membership secretary – firstname.lastname@example.org.
The Group wants to make sure that that the personal data it holds is accurate and up-to-date. Please contact the membership secretary to ask the Group to correct or remove information you think is inaccurate.
Changes to this privacy notice
How to contact Abingdon Silver Group
Reviewed October 2019