Kirkintilloch Camera Club (SCIO) is established with the objects set out in its constitution and is a data controller within the UK.
The personal information referred to in this Policy may include name, contact details, service records, records of entries to events, photographs at events, and such other information as may be necessary for the effective management of the legitimate interests of the Club. Any person wishing to verify the information held by the Club may apply to the Secretary.

The Club collects and holds personal information about:
1. The Committee and its Members; others who assist, and those offering their services to other Clubs or the SPF*/PAGB* communities, e.g. Judges or Lecturers. This information is used to facilitate administration of the Club, its services and events.
- The information: Name, Address, Telephone Number, Email and status regarding Gift Aid is compiled electronically, or as a PDF, and only available to Committee Members.
- Limited data: Name and email address is used electronically by the Committee; for secure website log-in, and to circulate information for administration or event purposes. e.g. emails re events, details of Competitions, and/or information.
- The contact details of Club officials allocated to provide services may be published generally, including on our website, and on event paperwork or in the Club syllabus/flyer as permitted.
- Additionally, information will be held on prospective members for administration purposes for a limited time.

2. Data relating to individuals will be retained if you remain a legitimate Kirkintilloch Camera Club (SCIO) member (i.e. you have paid the appropriate membership fee for the current season). After the start of a new season if membership fees have not been paid, all personal data held apart from any accreditation data on our website (e.g. photograph accreditations and competition scores/result sheets will be deleted. Basically, this relates to only your name, which will be retained to assist with the submission of entries to competitions. It will also be retained on a past members list with the date of leaving as a requirement by OSCR the charity regulator for a period of 6 years.
3. The club has a private Facebook group that members are invited to join. We may use your email address simply to send an invitation to join the group. Any personal data you choose to disclose on the Facebook group is not governed by this Privacy policy but is governed by Facebooks own Terms and Conditions.
4. Photographers, as Image Makers, participating in the activities of the Club, including Kirkintilloch Camera Club (SCIO) external events. Normally for Club entries, only Name, Photo Distinctions, Club are required to go with submitted photographs) (in addition email address and phone number are required for Club Competition Secretaries.
- This information is managed subject to the event or competition rules, and includes participation in SPF, PAGB events.
‘Any photographs submitted may be selected to represent the Club. By virtue of submitting an entry the entrant certifies the work as his own and permits the Club to reproduce all or part of the entered material free of charge for publication and /or display in media related to the Competition, including on website or by circulation to the Clubs. The Photographer of each image will normally be credited with any use. The Club assumes no liability for any misuse of copyright.’
By entering, the Photographer consents to the retention by the Club of information identifying the Photographer as the creator of an Image. Where a Federation or Club is the Entrant on behalf of multiple Photographers, then the Entrant warrants that each Photographer has consented to the retention of identifying information as if the Photographer had entered in person.’

5. Others necessary for the conduct of the business of the Club. This information is used to satisfy a requested service or a contractual requirement and may be retained to confirm the outcome.
The Club may retain historical archives for example but not limited to, records of meetings, handbooks, catalogues, prints and images, awards and other event results.

* SPF – Scottish Photographic Federation; PAGB – Photographic Alliance of Great Britain
The Club Data Protection Policy can be downloaded HERE

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