Privacy Policy
Last updated: December, 2021
GDPR
To comply with the General Data Protection Regulations 2018, this policy is designed to make clear how we look after your personal data and your rights under the Regulations.
We are responsible for ensuring that any data you entrust us with is:
- Truly secure
- Viewed only by those who really need to view it
- Limited to what is needed
- Accurate and up to date
- Only kept whilst it is needed
- Deleted/destroyed after it is not required
- Available to be seen by its owner on request
- Not shared with 3rd parties without your consent
- Easily amended if incorrect.
What data do we hold?
The personal data that we hold is your name, telephone number, postal and email address given to us when you joined the St John’s Wood Society (SJWS), or when you last updated that data. If you have no email address and wish to receive our e-newsletter by post, we will need to have and use your postal address to send you the newsletters and other communications.Why we hold your data
When you joined SJWS you effectively gave us the lawful reason to hold your data in order that we can supply you with the services associated with your membership including e-newsletters, printed newsletters, membership cards (for access to discounts), occasional emails or letters about your membership or SJWS, and necessary communications regarding your subscription. We do not need to seek your explicit consent to continue to supply these things.Where we hold your data
Our membership records are held on a third-party membership system which is managed by WildApricot, a company which is part of Personify and which is designed to manage the data of membership organisations. It GDPR compliant and enables us to keep efficient records of your membership details, and your subscription records. We are able to find and delete your record if requested. WildApricot’s privacy policy is here.
Access to the whole membership system is only available to trusted SJWS administrators. You can view the data held about you by logging in to the website using your personal password. If you are unable to access the online system and want to see the information we hold, please contact the administrator at admin@stjohnswood.org.uk or write to the Chairman at The St John's Wood Society, PO Box 20586, London, NW8 0ZU
Wild Apricot does not store your financial details, but collects only the date and amount of any payments you have made, or whether you have not paid. Financial details which you enter are held only by Stripe (if you pay by Credit or Debit Card), or by London & Zurich, which handles Direct Debits. These are both highly reputable and well-known national companies. Further details about the security of your financial data is available on the WildApricot website.
If you still pay by Bank Standing Order or by cheque, the details of those payments are manually transferred from our bank statements to the membership system in order to track subscription payments.
We will not pass on your data to any other organisation without your explicit permission.
Your rights over your data
You have the right at any time to:
- Ask us what data we hold about you
- View your own membership record to view update your own data
- Ask to have your data corrected or deleted. Please note that deletion means we are no longer able to contact you to offer any membership benefits, and will cancel your membership subscription.
When you access our online system
On accessing your Profile in our online system, you will see a message that says:
“All personal information provided is kept secure and will only be used by the St John’s Wood Society for the purpose of managing your membership and sending e-newsletters or important local information. Your email address will only be used for matters concerning the St John’s Wood Society. Please confirm that you have read the above terms by ticking the box below.“
Before you can proceed further, you will be required to tick that box to confirm that you have read this message and consent to being sent emails. If you are unable to log on for whatever reason, we can communicate with you and send e-newsletters by post if requested, however please be aware that we may not be able to send all our electronic communications to you.
If you are not using our online system
If you cannot access the online system, we will still need to store your details on it, to enable us to contact you regarding membership matters and to post newsletters. You still have the same rights of access, correction or deletion.
Cookies
A ‘cookie’ is a small text file that is placed on a user’s computer hard drive by a website. You will need to enable cookies in order to access WildApricot. When you visit WildApricot, cookies may also be placed on your computer by third-party services that are integrated into the Site you are visiting. WildApricot’s cookie policy is here.
How to contact us
You can ask what data we hold on you and request that it be amended, or deleted if you wish to cease to be a member by contacting the administrator at admin@stjohnswood.org.uk or write to the Chairman at The St John's Wood Society, PO Box 20586, London, NW8 0ZU,Chairman, St John’s Wood Society
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