Orwell Astronomical Society (Ipswich)

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Privacy Notice

1. Membership

Membership of OASI is open to all, at the discretion of the Committee of the Society. Membership entitles the member and his/her immediate family to attend all OASI events. For child protection purposes, all persons under 18 years of age must be accompanied at events by a parent/guardian.

2. Personal Data

On joining OASI, an individual must provide his/her name, address and contact information. The information provided constitutes basic membership details which the Society holds on every member. (OASI holds membership details only on the individual member of the Society, not on the member’s immediate family.)

Under the following circumstances, OASI will record additional information about members of the Society:

  1. Gift Aid. If a member signs a request enabling OASI to claim a tax rebate via Gift Aid, the Committee will record the fact and provide the member’s name and address to HMRC.
  2. Electronic keyfob. If a member applies for and is allocated an electronic keyfob to provide individual access to Orwell Park Observatory, the Committee will record the fact and provide Orwell Park School with the member’s name.
  3. Email group. Members of OASI may join a Groups.io group (https://groups.io/g/OASI) for the purposes of sending/receiving emails and accessing online information. It is necessary to provide a valid email address to join the Group. Members of the Group may leave it at any time. The Committee manages membership of the Group.

Members can advise changes to membership details to the Membership Secretary at any time. Membership may be renewed annually; on renewal, members are asked to confirm/correct membership details.

A member of OASI may request the Membership Secretary to provide the details which OASI holds on him/her. The information will be provided free of charge.

OASI records no personal information other than the above on its members. OASI does not provide personal information on its members to any external body other than as detailed above.

3. Purpose of Data Processing

The Committee uses membership details for the purpose of administering membership of the Society.

When a member leaves OASI, the Committee archives and retains his/her membership details to maintain an historical record. No further processing of the former member’s details takes place.

4. Disclosure And Barring Service (DBS) Checks

Ordinary members of OASI do not require to undergo a DBS check or any other form of vetting.

However, Orwell Park Observatory is part of Orwell Park School and the School may request members of OASI who wish to undertake activities jointly with the School to undergo a DBS check. Further information on DBS may be found at https://www.gov.uk/government/organisations/disclosure-and-barring-service.

5. GDPR (General Data Protection Regulation)

GDPR came into force on 25 May 2018. Under GDPR, OASI’s legal basis for processing personal data is legitimate interest, in that the processing is necessary for administration of membership of the Society.

6. Registration with the Information Commissioner’s Office (ICO)

OASI is not registered with the ICO under GDPR as the Society is covered by the exemption for organisations which process personal data solely for recreational purposes.