Privacy Policy

Privacy Policy

Cumbernauld & Kilsyth Photographic Society

Last updated: 12th April 2026

1. Who We Are

Cumbernauld & Kilsyth Photographic Society is a small, non-profit photography club based in the United Kingdom. We are committed to protecting your personal data and respecting your privacy in line with the UK GDPR and guidance from the Information Commissioner’s Office (ICO).

2. What Information We Collect

We may collect and store the following personal data:

  • Name
  • Email address and/or phone number
  • Membership information
  • Photographs in which you may be identifiable
  • Social media handles (if provided)
  • Payment details (if applicable for membership fees)

3. How We Use Your Information

We use your data to:

  • Manage club membership and communications
  • Organise events and activities
  • Share updates, newsletters, and club information
  • Promote the club using photographs (where consent has been given)

4. Lawful Basis for Processing

We process your data under the following lawful bases:

  • Consent – for use of photographs and optional information
  • Contract – for managing your membership
  • Legitimate Interests – for running and improving the club

5. Photography and Images

Photography is a core part of our club activities.

  • We may take photographs at club meetings and events
  • We will inform attendees when photography is taking place
  • We will seek your consent before using identifiable images for:
    • Our website
    • Social media
    • Promotional materials

You can withdraw your consent at any time.

6. How We Store Your Data

  • Your data is stored securely (e.g. password-protected systems or secure cloud storage)
  • Access is limited to authorised club committee members
  • We take reasonable steps to prevent loss, misuse, or unauthorised access

7. How Long We Keep Your Data

We only keep your data for as long as necessary:

  • Membership records: up to 2 years after you leave
  • Photographs: reviewed periodically and deleted if no longer needed
  • Consent records: kept while images are in use

8. Sharing Your Information

We do not sell your data.

We may share data with:

  • Service providers (e.g. email or cloud storage platforms)
  • Social media platforms (only where you have given consent)

All third parties are expected to handle your data securely and in accordance with data protection laws.

9. Your Rights

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you
  • Request correction of inaccurate data
  • Request deletion of your data
  • Withdraw consent at any time
  • Object to certain types of processing

To exercise your rights, please contact us using the details below.

10. Data Breaches

In the unlikely event of a data breach, we will assess the risk and, where required, report it to the ICO and affected individuals in line with legal requirements.

11. Contact Us

If you have any questions about this privacy policy or your data, please contact:

Cumbernauld & Kilsyth Photographic Society
Email: cumbernauldkilsythphotographic@gmail.com

12. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website.