We collect certain information or data about you when you become a member of The National Pier Society in order to manage the benefits you enjoy as part of your membership, to process your membership subscriptions and provide you with the opportunity to vote for your favourite Pier of the Year, or attend any events organised for members such as our AGM.
- your contact details, Including billing address, mailing address and a contact phone number upon registering as a member;
- your email address and subscription preferences when you sign up to our email alerts
- if you choose a different delivery address for your Piers journal to your billing address, those details are automatically stored for future subscription purposes
We do not store payment details of any kind, nor do we accept payment via email, if payment details are received by us they will be deleted immediately.
Where your data is stored
We store your data on secure servers, although our Secretary will also hold contact information in order that we may communicate with you on pier matters that you have expressed an interest in via your membership.
When you sign up to membership with The National Pier Society
We will use your information to send you information about events we may be running, news items or subscription reminders as well as your Piers journal.
We may share your postal address with our trusted third party print provider to post your copy of Piers Journals, voting forms or information pertaining to the AGM to you.
Keeping your data secure
Sending information over the internet is generally not secure, and we can’t guarantee the security of your data while it’s in transit and cannot guarantee the security of Paypal or other organisations that you may use to pay your annual subscription through.
Cookies are unique identifiers that we transfer to your device to enable our systems to recognise your device and to provide features such as recently viewed items or your location.
- Identifying you when you sign-in to our site.
- Delivering content which is relevant to your expressed interests.
- Improving site security
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.
Any data you send is at your own risk.
We have procedures and security features in place to keep your data secure once we receive it and will never share it with a third party without your express consent being obtained in advance.
Disclosing your information
We may pass on your personal information if we have a legal obligation to do so, or if it is necessary to the performance of the terms of your membership.
We won’t share your information with any other organisations for marketing, market research or commercial purposes.
Under the new GDPR guidelines, customers/users have the right:
To be informed – Article 14
Of access – Article 15
This means you can view all the same information that we can see including email address, billing address, saved delivery addresses as well as past orders. The GDPR clarifies that the reason for allowing individuals to access their personal data is so that they are aware of and can verify the lawfulness of the processing (Recital 63).
To rectification – Article 16
This means that you retain the right to rectify any incorrect information we may have on you or your account. Any information we may have on you as the customer can be changed by logging into your account and visiting the dashboard. If you have any issues you can contact via the contact details supplied at the bottom of our web page. If you have contacted us to rectify your information we will send you a confirmation email once it has been updated in conjunction with article 19 of the GDPR.
To erasure – Article 17
This means you have the right to your personal information being deleted from our system. This only applies when the information is no longer necessary to complete an already agreed to purchase or service. Once this information has been removed you will receive one last confirmation notice telling you what information has been deleted, this in conjunction with article 19 of the GDPR. We still retain the right to hold invoices and purchase history for archiving purposes for 6 years at the end of the current tax year.
To restrict processing – Article 18
This means that once we have collected the relevant information for you upon registering, you have a right to tell us to stop processing your information in the following circumstances:
- If you find your personal information is incorrect on our system, you can halt all processing until we have rectified this.
- If we no longer have a need for your information, you can restrict us from erasing this information if you require it to exercise or defend a legal claim.
Upon restricting your information you will be informed via email to notify you of the restriction and what it is that has been restricted.
To data portability – Article 20
This gives you access to all information we have on you and your past subscriptions. This information must be provided in a machine readable format that can be transferred to other organisations. In accordance with this article we can either send this information directly to you as the member or if you would so prefer we can transmit this information directly to the opposite party involved.
Automated decision making – Article 22
Closing your membership.
If you wish to close your account or terminate your membership you can make a request to us either by email or telephone and we will remove all your details from our system in conjunction with article 17 (Right to erasure). For legal purposes we will not remove any details of past subscription payments or invoices for at least 6 years. We will then send you a confirmation email once your information has been removed and checked by our IT Administrators.
In compliance with article 77 every member for whatever reason may direct your complaints to Joy Surtees, who is the Society’s Data Protection Officer, using the Contact Us section on our website. Joy will endeavour to deal with your complaint promptly and transparently. You may also contact the Information Commisioner’s Office ( ICO) at https://ico.org.uk in the event that you do not think that the National Piers Society has not addressed your complaint satisfactorily. The Information Commissioner’s Office will then keep you up to date of the progress and outcome of your complaint.
Notification of data breach
In the event that there is a data breach on our system all parties involved will be notified of what information has been taken as well as the approximate number of subjects involved. This notice will contain the name and contact details of the staff member dealing with the issue or another contact point where more information can be provided about the breach.
Thank you for taking your time in reading this policy