This is a draft policy to be edited and owned by IVMC before being finalised.
We are the Ivanhoe Vintage Machinery Group and our website address is: https://www.IVMC.org.uk
Summary of Club Policy
Ivanhoe Vintage Machinery Group PRIVACY POLICY
To comply with the General Data Protection Regulation (GDPR) 2018
- The Ivanhoe Vintage Machinery Group (IVMG) takes the privacy of members and associated contacts seriously and will only use their personal information for the original purpose given.
- The personal details of members will be collected annually by means of a membership renewal form. The Membership Secretary and Club Secretary will hold the information on secure devices. Any manual databases will be held in a locked area. Those individuals who do not renew their membership, will have their details erased from the IVMG Members’ Database 18 months after the end of their membership period.
- The personal details of contacts will be kept on a Contacts Database by the Club Secretary in a similar secure manner to the IVMG Members’ Database.
- The lawful basis for this data processing is “CONTRACT”. In order to fulfil the expectations of an individual joining and paying an annual membership fee to IVMG, members’ personal information needs to be collected annually.
- The processing of this data is necessary to send IVMG MEMBERS information regarding meetings, events, social nights, newsletters, AGM and other relevant notices. Similarly the personal data of contacts is necessary to efficiently arrange talks, trips and exhibitions for members.
- With regard to the personal data held by the IVMG, all members and contacts will have the following rights: the right to be informed regarding its use; the right to erasure; the right to data
portability; the right to rectify and the right to restrict its processing. - Any person wishing to implement any of these rights should contact the Club Secretary in writing with their request.
- The IVMG will ensure that the data collected is not shared with any other organisation or person.
What personal data we collect and why we collect it
Further Policy Items relating to this website
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload / provide images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Contact forms
Information you provide through the contact form will be visible to and be retained by the website administrator and appropriate IVMC committee members.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Analytics
Who we share your data with
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their own personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where we send your data
Visitor comments may be checked through an automated spam detection service.