1)DEFINITIONS UK.  STARS International (a.k.a. Severnside Travel and Railway Society), hereafter referred to as ‘The Society’, is a data controller within the U.K.

1.2 Personal data is information about a person which is identifiable as being about them. It can be stored either electronically or on paper, and includes images and audio recordings as well as written information.

1.3 Data protection is about how we as an organisation, ensure we protect the rights and privacy of individuals, and comply with the law, when collecting, storing, using, amending, sharing, destroying, or deleting  personal data.

2)RESPONSIBILITY

2.1 The committee of the Society are those people who are appointed to administer the lawful running of the Society.

2.2 Overall and final responsibility for data protection lies with the committee, who are responsible for overseeing activities and ensuring the policy is upheld.

3)   GENERAL PRINCIPLES

3.1   Members or other persons contacting the Society, in connection with the activities of the Society, who   provide personal data, agree that data which may include name, contact details, archive records and such other information will be stored and used as may be necessary for the effective management of the legitimate interests of the Society.

3.2    The Society may retain historical data and management archives until the Society decides to delete the data.

3.3   By completing a signed membership application form, membership renewal form, or tour booking form, the member confirms the right of the Society to retain their data.

3.4   When a member leaves the Society, their information will be kept for one year unless the member requests the Society, in writing, not to do so.

3.5   A member may request, by means of a signed written application to the Society Secretary, details of the information held by the Society.

3.6   A member may request, by means of a written signed application to the Society Secretary, the removal of information kept by the Society. This will be done subject to any legal requirement upon the Society to retain said information.

3.7   All correspondence (Emails and letters) will be retained for two years.

3.8   Sales information will be retained for one year from the date of purchase

3.9   Information will be kept in a secure manner and the Committee will endeavour to ensure that it is up to date and accurate. Serious breaches of the Policy will be reported to the Information Commissioners.

3.10   The Society retains the right to contact members for the legitimate purposes of the administration of the Society.

3.11   The Society will collect, store, use, amend, share, destroy, or delete personal data only in ways that protect people’s privacy.  Currently all information is stored in accordance with The Data Protection Act (GDPR) policy .

3.12  The Society will keep clear records for the purposes of collecting and holding specific data, to ensure it is only used for these purposes.

3.13   The Society requires that all members ensure that all information provided is accurate and updated as necessary.

4)  INFORMATION USED AND DISCLOSED IN THE COURSE OF TOUR BOOKING AND PARTICIPATION

 4.1   The booking information will be kept for one year unless the member requests its removal.

4.2   During the course of the organisation and running of tours, it will be necessary for the Society to disclose, to Carriers, Hotels, Government Bodies and Railways Authorities, such  information as necessary to comply with their requirements and all legislation relevant to the running of any tour. Only that information so required will be supplied to any person outside of the Society.

5)  DISCLOSURE OF INFORMATION

5.1   Other than as stated above or to facilitate the legitimate running of the Society, no member of the Committee may disclose any contact information or any other information that has been acquired in the running of the Society to any person.

5.2   No member past or present, or any other person whether working on behalf of the Society or not, may disclose any such information held by the Society to any person.

 5.3   Committee members or any other member past or present may not use any information held by the Society for any purpose other than the lawful activities of the Society

6)  REVIEW OF POLICY                             

6.1     The Data protection Policy of the Society will be reviewed regularly, and in accordance with changes in relevant legislation