Keynsham Photographic Society (KPS)
Data Protection Policy – April 2018
Keynsham Photographic Society (“KPS”) is established with the objects set out in its constitution and is a data controller within the UK.
KPS is ‘not for profit’ organisation which meets the criteria defined as being exempt from registration with the Information Commissioner’s Office (ICO) under existing legislation.
KPS complies with the Data Protection Act 2018, which incorporates the European Union General Data Protection Regulations (GDPR).
The personal information referred to in this policy may include name, address, telephone numbers, e-mail addresses and other such information as may be necessary for the effective management of the legitimate interests of KPS.
KPS collects personal information about current and prior members and holds the personal information for up to three years following the latest membership application.
KPS collects personal information about prospective members and holds the personal information for up to one year, while they decide whether to join.
KPS collects and holds personal information about those offering their services to KPS (e.g. Competition judges, lecturers, suppliers.) This information is used to facilitate administration in order to satisfy a requested service or a contractual requirement and may be retained to confirm the outcome.
Personal information is used only for the administration of KPS and access is restricted to Committee members and to others approved by the Committee for specific purposes.
A list of members for that year is published to all fully paid members of KPS annually showing name, email and phone number. This facilitates communication between members. Members may opt out of being included on this list if they wish by advising the KPS Secretary.
Any member wishing to verify the personal information held by KPS may apply to the Secretary in writing or by email.
KPS may retain historical archives of, for example but not limited to :
records of work shown at internal and external competitions;
permission to use images for external competitions, on the KPS web site and on social media;
records of meetings, competitions, awards and other event results.
This Data Protection Policy was reviewed and updated to reflect the requirements of the GDPR in April 2018 and is published on the KPS web site.

Keynsham Photographic Society Committee
April 2018