EM Privacy EM
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Join us - English Miscellany Privacy Document
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English Miscellany treats your privacy rights seriously. This privacy policy sets out how we will deal with your ‘personal information’, that is, information which could identify, or is related to the identity of, an individual. The Policy Document is expressed in 2 parts: Members of English Miscellany (EM) and Friends of English Miscellany (FoEM). Our Website software does not collect or retain any personal information.

If you print this page, it will be reformatted into 12point text and fitted onto A4.

Members of English Miscellany (EM)

What personal information do we Hold?

When you express an interest in becoming a member of EM you will be asked to provide certain information. This includes:

  • Name
  • Home address
  • Email address
  • Telephone numbers
  • Dietary Requirements
  • Financial information

How do we collect this personal information?

With the exception of financial details, all information is obtained directly from you, collected through informal discussions with the EM Leader. This information will be updated upon your request or with information provided by you annually.

Financial details are required to enable monies to be paid to the club and any expenses to be reimbursed. Financial information, if provided, is held by the EM treasurer only during your membership of the club.

How do we use your personal information?

We use your personal information:

  • For administration
  • To communicate with you about club activities
  • To enable members to contact each other, by e-mail, post and telephone
  • To ensure that appropriate food is provided at club meals
  • For any statutory reasons that may arise
  • To retain running totals of outstanding amounts owing to or by the club.

We will send you messages by email, other digital methods, telephone and post to advise you of club activities.

ON WHAT BASIS DO WE KEEP THIS INFORMATION

When you become a member of EM, there is effectively a contract between EM and its membership. This allows us to process these data:

  • As necessary to fulfil our contractual obligation to you
  • In a way that the you would reasonably expect

With WhoM do we share your personal information?

We may disclose information about you, including your personal information, as follows:

  • With the exception of financial and dietary information, all the information is made available to everyone listed on the EM contact list – i.e. the current membership
  • Where we have a statutory duty to disclose it for other legal and regulatory reasons
  • No information is otherwise communicated externally

For How long do we keep your personal information?

We need to keep your information so that we can provide our services to you. These data can be deleted upon your request after you are no longer an EM member. However, we are legally obliged to retain certain financial information for 7 years. The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer, whilst the circumstances are investigated or resolved. Where this is the case then the member(s) will be informed for how long the information will be held and when it is deleted.

How your information can be updated or corrected

To ensure the information we hold is accurate and up to date, members need to inform the EM Leader of any changes to their personal information. On an annual basis all members will have the opportunity to update their information, prompted by the EM Leader. Should you wish to view the information that EM holds on you, you may make this request by contacting the EM Leader. There may be certain circumstances where we are not able to comply with this request - where the information may contain references to other individuals or for legal, investigative or security reasons, for example. Otherwise we will usually respond within 14 days of the request being made.

How do we store your personal information?

We have in place a range of security safeguards to protect your personal information against loss or theft, as well as unauthorised access and use, disclosure, copying or modification. To this end, there is no external access to the files holding the membership data and the computer(s) (and their backups) are all protected with standard firewall and anti-virus software.

Availability and changes to this policy

This policy is available through the EM Website (http://englishmiscellany.com/privacy.php) or by request to the EM Leader. This policy will be reviewed on a regular basis and may change from time to time. If we make any material changes, we will make members aware of this through an email bulletin.

Contact

If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact the EM Leader (info@englishmiscellany.com)

Friends of English Miscellany (FoEM)

What personal information do we Hold?

When you express an interest in becoming a member of FoEM you will be asked to provide certain information. This includes:

  • Name
  • Home address
  • Email address
  • Telephone numbers

How do we collect this personal information?

With the exception of financial information, all information is transferred when you leave EM. If you join the FoEM list by request, without first being a member of EM, all information is obtained directly from you, collected through informal discussions with the EM Leader. In either case, this information will be updated upon your request or with information provided by you.

How do we use your personal information?

We use your personal information:

  • For administration
  • To communicate with you about club activities

We will send you messages by email, other digital methods, telephone and post to advise you of club activities.

ON WHAT BASIS DO WE KEEP THIS INFORMATION

When you become a member of FoEM, we retain your contact data as a 'Legitimate Interest'. This allows us to:

  • Maintain contact with you while you are a Friend of English Miscellany (this is the Legitimate Interest)
  • Use the data only in a way that you would reasonably expect

With WhoM do we share your personal information?

We may disclose information about you, including your personal information, as follows:

  • Only the Friends Secretary and the EM Committee have access to the information
  • If we have a statutory duty to disclose it for other legal and regulatory reasons
  • No information is otherwise communicated externally

For How long do we keep your personal information?

We need to keep your information so that we can provide our services to you. These data can be deleted upon your request after you are no longer a member.

The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer, whilst the circumstances are investigated or resolved. Where this is the case then the member(s) will be informed how long the information will be held for and when it is deleted.

How your information can be updated or corrected

To ensure the information we hold is accurate and up to date, FoEM members need to inform the Friends Secretary (info@englishmiscellany.com) of any changes to their personal information. There may be certain circumstances where we are not able to comply with this request - where the information may contain references to other individuals or for legal, investigative or security reasons, for example. Otherwise we will usually respond within 14 days of the request being made.

How do we store your personal information?

We have in place a range of security safeguards to protect your personal information against loss or theft, as well as unauthorised access and use, disclosure, copying or modification. To this end, there is no external access to the files holding the membership data and the computer(s) (and their backups) are all protected with standard firewall and anti-virus software.

Availability and changes to this policy

This policy is available through EM Website (http://englishmiscellany.com/privacy.php) or by request to the EM Leader. This policy will be reviewed on a regular basis and may change from time to time. If we make any material changes, we will make members aware of this via email.

Contact

If you have any queries about this policy, need it in an alternative format, or have any complaints about our privacy practices, please contact the EM Leader (info@englishmiscellany.com)

English Miscellany, Version 1, May 2018