Introduction
Our members are extremely important to The Leeds and District Traction Engine Club, hereafter referred to as L&DTEC. The organisation was created to bring together those persons interested in preserving and running Traction Engines and also incorporating the British Fairground Society.  We are investing in our member’s relations by providing publications, Newsletters, events and activities and volunteering opportunities to build a community we can be proud of, and part of.  We want to ensure you receive the right balance of information from us, and which most importantly suits you, the member.
The new General Data Protection Regulations (GDPR) come into force in May 2018 and our privacy statement explains how we will collect, store, manage and protect your data. It also outlines the types of data that we hold and how we use it to provide services to our members. We want to ensure we are using your data sensibly and appropriately so that all of our activities, whether it’s an event or a fundraising campaign, are done as effectively as possible with your best interests at heart, and this privacy statement outlines our commitment to you.


Who we are and what we do
The Members and Officers support the running of the organisation and fund raise to support the aims of the L&DTEC.
 As part of our work we process and store personal information relating to our members, supporters and friends in accordance with the Data Protection Act 1998. We take our responsibilities under this act and the GDPR 2018 seriously and ensure the personal information we obtain is stored, used, transferred and processed accordingly.

The data we hold
We maintain a record of persons who have supplied personal details to us to become members of the L&DTEC, all current paid up members of the L&DTEC and past members who have had a financial transaction with us during the past six years.  The data we store and process may include:

  • name, title, and date of birth, membership number
  • contact details – postal address, email address, phone number and links to social media accounts
  • family and spouse/partner details and your relationship to other members
  • records of communications sent to you by us or received from you
  • Information on your engagement in meetings, events, groups and networks.


We do not store any credit/debit card details or your bank details.

How we use your data
Unless you have requested otherwise, we will use your data to support relevant and appropriate member’s engagement and fundraising activities. These include the following communication and marketing activities, which may be sent by mail, email, telephone and social media:

  • sending L&DTEC publications
  • notification of L&DTEC events
  • fundraising programmes
  • promotion of discounts or services
  • promotion of volunteers for L&DTEC


We may use tools to help us monitor and improve the effectiveness of the L&DTEC communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. We may monitor visits to our website and use tools such as Google Analytics to improve our website and services.

Protecting your data

We are committed to holding your data securely and treating it with sensitivity. All data is held securely in accordance with the Data Protection Act 1998. Your data is held on a databases hosted on a secure private PCs, under the control of the membership secretary.  Access to the databases is limited to the holder of that database protected by username and password.  We will not disclose your data to individuals, organisations or other entities outside of the L&DTEC unless we are required to do so by law or order of a court.
We do not sell to or trade data with any other organisations.
Although most of the information we store and process stays within the UK, some information may be transferred to other countries in an encrypted form to a secure backup facility. We may also hold data for individuals who are outside of the European Economic Area (EEA) and where these countries do not have similar data protection laws to the UK, we will ensure we provide an adequate level of protection in accordance with UK data protection law.
 

Your rights
We consider our relationship with members to be long term and we will use your details until you cease to be a member, or for none members until you tell us you no longer wish to hear from us. We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive. You will always have the right to;

  • request a copy of the data we hold about you
  • update or amend the information we hold about you
  • change your communication preference at any time
  • ask us to remove your personal information from our records (excluding information the L&DTEC is legally obliged to retain)
  • object to the processing of your information for any of the purposes outlined above, including opting out of all communications from us. (excluding communications L&DTEC would be legally obliged to send)

From time to time we may use your information for new purposes not currently described in this statement. If our information practices change some time in the future, we will always publish our policy changes in the Newsletter

 Produced May 2018

GDPR - Membership and Development Privacy Statement

​​​​THE LEEDS AND DISTRICT TRACTION ENGINE CLUB 

​​​​incorporating The British Fairground Society