Personal Data and EEG
An individual's confidentiality is protected by the Data Protection Act and, from 25th May 2018, the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and the Privacy and Electronic Communications Regulations 2016 (PECR). Personal information supplied by members to the EEG will be kept on file and stored securely. Paper copies of Membership Application forms will also be kept securely or securely destroyed after processing. Membership data will be deleted once the member has left the organisation. However, names of past members and their reason for resigning (but no other information) will be kept for historical purposes.
Membership Application forms request some Personal Data and the applicant's preferred means of communication.
These data include title, name, address, post-code, telephone number(s) (optional) and email address (optional). This information is required to provide the service that is expected by an EEG member. These data will be stored securely.
Photographs sent to EEG for our use and publication remain the copyright of the owner but the owner grants a licence to EEG in perpetuity to publish, retain and grant licence to them providing this is lawful and within current regulations. Photographs of identifiable minors must have written parental consent supplied before they can be accepted.
Photographs of minors submitted and retained by EEG prior to May 2018, where written parental consent may not have been recorded, can be requested to be removed from the records by email to the EEG Chairman or by post at our postal address as published on the contacts page of our website.
Access to EEG Data
The EEG will not share members' information with any other company or organisation, without the explicit permission of individual members, unless required to do so by law.
Members have the right to access a copy of the information the EEG holds about them (a subject access request) obtainable, subject to proof of identity, from the EEG membership secretary or by post at our postal address as published on the contacts page of our website.
Members have a right to object to the ICO (Information Commissioners Office) if they feel that the EEG is not handling their data in a satisfactory manner.
The EEG will ask members to provide their formal consent to receive their communications either electronically or by hard copy through the post or hand-delivered.
We will use a member's personal data to send:
- AGM (Annual General Meeting) and any SGM (Special General Meeting) information will be sent electronically or hand-delivered to those members who do not provide us with an email address.
- Our Newsletter - this is sent by email; some copies are delivered by hand and it is also available on our website.
- Other communications relating to EEG activities, such as notification of events or matters that EEG thinks will be of particular interest to members.
Note: With the exception of notices for General Meetings (AGM, SGM) members can opt out of any/all EEG communications at any time by contacting the EEG membership secretary or by post at our postal address as published on the contacts page of our website.
The website contains links to other sites which are outside our control. If you access such third party sites using the links provided, the operators of those third party sites may collect information from you which will be used by them in accordance with their own privacy policies. Your use of the third party sites will therefore be governed by the privacy policies of those sites.
Contact via the website: EEG is committed to ensuring that your privacy is protected. If you provide us with your name, email address or other details it will only be used by EEG for the purpose of acting upon your inquiry, comment or the information you provide. It will not be shared with third party organisations outside the EEG. A record may be kept of your inquiry, suggestion or comment and used to make improvements to our organisation or the information that we publish.
Copyright: The website and its content are copyright of EEG except where stated otherwise. Any reproduction or redistribution of content is not allowed other than as follows:
- You may print or download content for your personal and non-commercial use only.
- You may copy the content to other individuals for their personal and non-commercial use, provided that you acknowledge EEG as the source.
- Non-profit organisations may use EEG material with permission. Where EEG material is used, the source should be acknowledged, for example: Photographs copyright Earley Environmental Group.
You may not, except with our permission, distribute or commercially exploit the content of the website nor post the content on another website.
Approved by the EEG committee on 6th April, 2018.
To be reviewed in 2023 or earlier if required.
You can download a pdf version of this policy.