PRIVACY STATEMENT AND POLICY
The PCC respects your privacy. This statement explains how we collect data and what we do with it.
Who we are and how to contact us
Paperweight Collectors Circle
The Old Hall, Hall Lane,
South Wootton, King’s Lynn,
Norfolk PE30 3LQ
What information does the PCC collect and why?
We collect personal data that you have consented for us to use as part of our work in:
a) distributing the PCC Newsletter
b) informing you of events and meetings such as the AGP
c) reminding you of the annual membership renewal
Email and other forms of communications may be sent to you on the understanding that you have consented to be informed about the Paperweight Collectors Circle. Our principal means of communication is by email, secondly by post and also by our publications.
We do not hold, nor do we seek, any information considered ‘sensitive’ or ‘privileged’. This includes details such as your religion, sexuality, political leanings or health.
Most of our supporters are adult and will appear on our general database but in the interests of child protection details of under-18s may be maintained in a separate section on the database, for no other reason than our communications can be moderated if necessary – albeit we cannot envisage any general instances where this would arise.
What the PCC does with your information
We want to keep you informed of developments at the PCC such as providing you with news about upcoming events or planned trips.
In addition, there are some Membership communications that we are required to send regardless of your contact preferences. These are essential communications, deemed necessary to fulfil our obligations to you. This would include payment confirmations and advanced notices, thank you letters, member benefits, renewal reminders, and querying returned mail or bounced payments with you.
We routinely review your information to ensure it is current and relevant. If you relinquish your membership or request amendments, the information is permanently deleted or changed.
You may access your personal data at any reasonable time and may also correct, amend or delete some or all of the information held. There will be no charge for this, unless the amount of requests you make is deemed ‘manifestly unreasonable or excessive’ in which case a reasonable charge may be made, depending on the amount of work required to answer your requests. We will always seek proof of your identity before revealing information to you. Access requests should be made in the first instance to the address at the head of this statement.
If you do not wish your details to be held in this manner or do not wish to receive further information then send an email with ‘Unsubscribe’ in the subject field, or otherwise contact the PCC by other means. A confirmation of deletion will be issued by return if practicable or as soon as possible. A brief indication as to why you wish to unsubscribe, although not a requirement, would be appreciated.
How does the PCC keep your information secure
Your details, which extend to no more than necessary to distribute material as described above are held on a secure electronic storage and retrieval system to which only the Membership Secretary and Chairman have access. It is password-protected by means of a ‘strong’ password.
Paper records, for example hard copy membership forms, are securely held then scanned onto the system before being securely destroyed. Telephone calls are not recorded.
How long does the PCC keep the information?
The data is kept only for as long as it is necessary for us to communicate with you for the purposes set out above or until you tell us you do not wish to receive messages from us. All information held is checked regularly for content, accuracy and relevance.
We may contact you at some juncture to ascertain you still wish to receive our output and that your details are accurate. Of course, you may request your information to be deleted completely at any time.
The PCC website
www.paperweightcollectorscircle.com has no other function than to promote the work of the PCC.It contains no confidential or restricted information and does not store any details.
Our links page contains reference to other websites. Whilst every effort will be made to ensure the accuracy of our links, the PCC accepts no responsibility for external website content and this Privacy Statement applies only to the PCC.
This Policy was last amended on 28 March 2018.