PRPS (the Society) is a data controller within the United Kingdom. This policy document
identifies how personal data held by the Society is managed in accordance with the 1998 Data
Personal information data referred to in this policy may include names, contact details, Society
service records, records of entries to events and other such information necessary for the
effective management of the legitimate interests of the Society. Any person wishing to verify the
information held by the Society related to that person may do so by applying to the Secretary of the Society.
The Society collects and holds personal information about:
- Its Committee, volunteers, others who assist the Committee and those offering their
services to the Society e.g. CACC, PAGB, judges and speakers.
This information will be held in dedicated Society databases and is used to facilitate
administration and services. The contact details of Society officials may be provided to
other bodies in pursuit of particular Society activities and may be published generally.
- Others necessary for the conduct of the business of the Society.
This information is used to satisfy a requested service or contractual requirement and
may be retained to confirm an outcome.
- Society Committee, members and volunteers must ensure that any personal data subject
to Data Protection legislation that they may have must be kept separate from their own
data and is not to be used for domestic purposes. In addition, any data subject to Data
Protection legislation received from or given to another data Controller (for example interclub competition entries) will be kept separated from all other data received from, or
given to, any other data Controller.
- Photographers as the creators of images used in the activities of the Society
This information is managed subject to the general requirements for events. The Society
will ensure that entrants to inter-club competitions have given explicit consent for their
personal data to be held.
- Society members, who agree that, by joining the Society, the Society may hold and use
their personal data in relation to the Society’s legitimate interests including but not limited
to, managing membership, enabling internal and/or external competitions entries.
The Society will not make the personal data held available for electronic marketing.
The Committee will periodically review and document its compliance with the policy. The Policy
will also be amended in accordance with changes to relevant Data Protection legislation. The
policy is supported by documented procedures.