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Privacy Policy

THE WHEATLEY SOCIETY– Privacy Policy

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1. About Us  The Wheatley Society runs regular talks, social events, and community activities for our members and local residents.  For the purposes of UK data protection laws (including the UK GDPR and Data Protection Act 2018), we act as the "data controller" for the personal information we collect.

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2. What Personal Data We Collect  We collect and hold the following personal information provided by members upon joining or renewing membership:

  • Full name

  • Email address

  • Home address

  • Telephone number(s)

Note: We do not collect or hold any financial or banking details. All membership fees or event payments are processed directly via bank transfer, or cash without storing payment credentials.

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3. How We Use Your Data  We use your personal data for the following purposes:

  • Administration: To manage your membership, track subscriptions, and contact you about society business.

  • Communication: To send you updates, newsletters, invitations, and reminders about upcoming talks, events, and AGMs.

  • Legal Obligations: To maintain accurate record-keeping required for running a community organisation.

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4. Our Legal Basis for Processing Your Data  We process your personal information under the following lawful bases:

  • Contract: To deliver the membership benefits you requested upon joining.

  • Legitimate Interests: To keep members informed about relevant local activities and events run by the society.

  • Consent: Where you have explicitly agreed to receive specific electronic updates or communications.

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5. Sharing Your Personal Data  We strictly respect your privacy. We will never sell, rent, or trade your personal information to third parties. We only share details internally among committee members who require them to manage society business, or if required to do so by law.

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6. How Long We Keep Your Data  We retain your personal details for as long as you remain an active member of the society. If you choose to resign or do not renew your membership, we will securely delete or destroy your personal data within 12 months, unless you ask us to remove it sooner.

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7. Data Security  We take appropriate technical and organisational security measures to keep your data safe. Password-protected digital files and secure committee access are used to protect your records from unauthorised access, loss, or misuse.

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8. Your Data Protection Rights  Under UK data protection law, you have the right to:

  • Access: Request a copy of the personal information we hold about you.

  • Correction: Ask us to correct any inaccurate or incomplete information.

  • Erasure: Request that we delete your personal data ("the right to be forgotten").

  • Object/Withdraw Consent: Unsubscribe from society emails or ask us to stop contacting you at any time.

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9. Contact Us & Complaints  If you have any questions about this privacy policy or wish to exercise your rights, please contact the Society Secretary at:

  • Email: secwheatleysociety@gmail.com

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If you believe your data has been handled incorrectly, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

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