Privacy Notice

Cheltenham Film Society values your privacy and makes every effort to comply with data protection law. This privacy policy explains what personal information we collect from you and how we use it.

In terms of the General Data Protection Regulation, your data is controlled by the committee of the Cheltenham Film Society, c/o The Cusphaus, Blacksmiths Lane, Prestbury, Cheltenham GL52 5JA. Any queries about data protection should be referred to David Clarke, our Membership Secretary, at the above address or by email: membership@cheltfilmsoc.org.uk.

Our website

In common with most other websites, our site uses ‘cookies’ to improve its performance and to collect statistical information about visitor behaviour. Cookies are tiny pieces of text stored on your browser when you first visit a site. When you return to the site, the site reads the cookie and knows you have been there before.

The information collected by cookies or our server may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths. This information is automatically collected when you use our website. We do not use it to identify individual users of the site.

The legal basis for this processing is our legitimate interest in maintaining and improving a website for the benefit of our members and the general public. If you are worried about cookies, you may prefer to reject them, wholly or partially, in your browser; the site will still work. You can also delete them at any time. See the Help menu of your browser for details, or consult aboutcookies.org for more information.

If you follow a link from our site to another site you are no longer covered by our privacy policy but by the privacy policy of the site you visit.

Email

Information you submit to us by email may be transferred outside the European Economic Area and stored on our third party email provider’s servers. Our provider is HostPapa and its servers are located in Canada. The European Commission has made an “adequacy decision” that the data protection laws of Canada provide adequate levels of privacy.

Email mailing list

You may join our email mailing list to receive information about our activities. We will retain your name and email address and process this information on the legal basis that you have given your consent to receive marketing material about the film society. This information will not be passed to any other organisation. Each email you receive from the list will give you the option to unsubscribe. In this way we consider we comply with the terms of the Privacy and Electronic Communications Regulations. Any third-party mailing list provider we use will be compliant with the GDPR and PECR.

Membership

When you join or apply to join the Cheltenham Film Society, we collect and store your name, email address, postal address and details of your membership fee. We use this information to admit you to membership of the society, to send you your membership card, to keep you informed of the society’s activities, and to send you a reminder when your subscription is next due.

Online membership applications to Cheltenham Film Society are handled by our payment services provider, PayPal. When you purchase membership online, you are transferred from our site to PayPal’s site to complete the transaction. Cheltenham Film Society does not see or hold your credit/debit card details.

Confirmation of your purchase is passed to our web server in Canada and deleted once the transaction is complete. Names, addresses, email addresses and sums paid are transferred to and stored on the computers of our Membership Secretary and our Treasurer. Our legal basis for all processing of membership data is our contract with you as a member of the society.

When you use our site to buy membership through PayPal, your credit/debit card information is processed by PayPal’s servers, which are at various locations throughout the world. We are not responsible for that information. We will share information with PayPal only to the extent necessary for processing membership payments, refunding payments and dealing with any queries that may arise. Details of PayPal’s Privacy Policy are available here: https://www.paypal.com/uk/webapps/mpp/ua/privacy-prev.

How we use this information

The information we collect from you, either online or on paper, is used solely for the administration of Cheltenham Film Society and to inform you about its activities. We do not share your data with any other organisation.

We retain your information while you are a member of the society and for two years after that so we can give you priority if you wish to rejoin. You may ask us to delete your information at any time.

We take all reasonable steps to protect your personal data against loss, misuse, unauthorised access, disclosure and alteration, in accordance with our privacy policy. Computers are password protected and only relevant members of the committee have access to the membership and mailing list data.

Your rights

You have the right:

  • to be informed about the collection and use of your personal data.
  • to rectify any information that is inaccurate or incomplete.
  • to erase any information we hold if it is no longer necessary for the purpose for which it was collected.
  • to restrict the purposes for which your data is used.
  • to be provided with your information in a form that can be transferred to other organisations.

To exercise your data rights, please contact the Membership Secretary, The Cusphaus, Blacksmiths Lane, Prestbury, Cheltenham GL52 5JA or email membership@cheltfilmsoc.org.uk. We will provide a copy of your personal information free of charge and within one month of you requesting it. We are obliged to verify the identity of any person requesting this information.

More information on your data rights is available from the Information Commissioner’s Office (ico.org.uk). You have the right to appeal to the ICO if you are not happy with our privacy policy or data protection practices.

Changes to data protection policy

If we change our data protection policy, we will tell you on this page and, where appropriate, by email.

May 2018