Privacy Policy

Policy Statement

This policy document outlines how the Halifax & District Amateur Radio Society (HADARS) complies with the UK General Data Protection Regulations (UK GDPR) and the Privacy and Electronic Communications Regulations (PECR). It explains how we collect, store, protect, and use personal data from members, visitors, and subscribers. This policy will be made available to all members and prospective members to ensure transparency and understanding.

What Data Do We Collect?

We only collect the minimum data necessary to manage your membership, website interactions, and club communications effectively. This includes:

Membership Data:

  • Name, home address, and postcode.
  • Callsign and licence class (if licensed).
  • Age or date of birth (for safeguarding purposes if under 18).
  • Email address and telephone number (if provided).
  • Membership subscription fee paid and any concessions.
  • Attendance records for club nights and events.
  • Emergency contact details (optional).
  • Bank statements for electronic payments into the club account.
  • Occasional photographs or digital images taken at club meetings or events for publicity purposes.

Website and Newsletter Data:

  • Email addresses and names (if provided) for newsletter and email updates.
  • Visitor tracking data, including IP addresses, device information, and browsing activity, via cookies or analytics tools.

Photographs:

Photographs taken at club events may include identifiable images of members and visitors, which may be used for publicity purposes. For children under 16, explicit written consent from a parent or guardian is required before any image is taken, stored, or shared.

How Do We Store Your Information?

Membership Data:

  • Stored on password-protected personal computers of the Treasurer and Secretary in a master spreadsheet.
  • Paper records (e.g., application forms) are securely stored in a file box at the Club Secretary’s home.
  • Paperless bank statements are stored in secure cloud storage with password protection. Paper copies are kept securely by the Treasurer.

Website and Newsletter Data:

  • Stored securely on the website platform or third-party newsletter service (e.g., MailPoet) in accordance with their privacy policies.

Data Sharing:

  • Membership data may be shared with other club officers or committee members for legitimate purposes, such as managing club affairs or contacting members.
  • We do not share your data with third parties outside the club without your explicit consent unless required to do so by law.

How Do We Use Your Data?

We use your personal data for the following purposes:

Membership Management:

  • Communication of club news, events, and updates via email, post, telephone, or text.
  • Statistical analysis of membership trends, demographics, and subscription income.
  • Safeguarding young members under 18.
  • Identifying training opportunities based on callsign and licence class.
  • Ensuring compliance with the amateur radio licence when using club radio equipment.

Newsletter and Email Communications:

  • By default, members and website subscribers are opted in to receive newsletters and updates about club activities and events.
  • Unsubscribe options are provided in every communication.

Visitor Tracking and Cookies:

  • Analytics tools are used to collect anonymised visitor data to improve the website experience. Data collected may include IP addresses, browsing activity, and device information.
  • For more information, refer to our Cookie Policy [insert hyperlink].

Publicity and Marketing:

  • Images of events, including names and callsigns, may be used for club promotion unless an opt-out request is made.

Your Rights Over the Data We Hold

Under the UK Data Protection Act, you have the following rights:

  • Right to be informed: Know how your data is collected, used, and stored.
  • Right of access: Request a copy of your data.
  • Right to rectification: Have inaccurate or incomplete data corrected.
  • Right to erasure: Request the deletion of your data when it is no longer needed.
  • Right to restrict processing: Limit how your data is processed.
  • Right to data portability: Obtain and reuse your personal data across different services.
  • Right to object: Opt out of certain data processing activities.
  • Right to avoid automated decision-making: Be protected from automated decisions that significantly affect you.

You may exercise these rights by contacting the Club at hadars.g2ug@gmail.com.

Data Retention and Deletion

  • Membership data is retained for up to 6 years after your membership lapses, unless a specific deletion request is made.
  • Data from newsletter subscribers is retained for up to 6 years after your membership lapses, unless a specific deletion request is made.
  • Visitor analytics data is retained for 6 years and anonymised wherever possible.

Opt-Out and Consent Management

  • Members and subscribers can opt out of newsletters, marketing emails, or publicity uses of their data at any time by:
  • Clicking “unsubscribe” in emails.
  • Contacting the Club Secretary or any Club Officer.

Safeguarding Archived Data

  • Archived data, such as past membership lists, will be securely stored and anonymised for historical purposes where possible.
  • No archived data will be linked to current addresses, phone numbers, or sensitive information.

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance the website experience and track visitor activity. These cookies may include:

  • Essential Cookies: Necessary for website functionality.
  • Analytical Cookies: Used to measure website performance and visitor behaviour.

For full details, see our Cookie Policy.

Contact Information

For questions or concerns regarding this policy or your data, please contact:

  • Any Club Officer
  • Use the club email address – hadars.g2ug@gmail.com

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