Mid Sussex Amateur Radio Society and Your Privacy

Under the General Data Protection Regulations (GDPR), many organisations are required to seek consent from all individuals that they hold, or are about to hold information on. Because of this directive, as a club, we are obliged to ensure that our members are fully aware of the data we do hold, how we use it (and share it) and how long we hold it for. This legislation became effective on 25th May 2018.

At MSARS we value the trust of all our members. We respect your privacy when handling personal data and acknowledge that you are entitled to full control with regards to what happens to it. This Privacy Policy describes who controls the personal data we collect about you, what types of personal data we collect, what we do with it and how you can control our use of it.


Who controls personal data gathered about you?

Officially, your personal data is collected, processed and used by the Club Secretary. Your data is also potentially processed by any other member of the Committee as well as selected and trusted technical support staff, such as the Webmaster. For the purposes of GDPR, the MSARS Committee is both the nominated Data Controller and Data Processor.


What personal data does MSARS collect?

We collect personal data that you voluntarily provide to us when you register as a member of the society. Such personal data includes, but is not limited to: your full name, address, date of birth, call sign, home telephone and/or mobile telephone numbers and your email address. See also the section below on website access. As part of the membership application process, you are now required to agree to this Privacy Policy.


How long does MSARS hold my personal data for?

All club memberships run for 12 months beginning on January 1st of each year. The society Constitution allows a grace period of two months beyond the membership expiry date of December 31st, and therefore any member having not renewed their subscription by 28th February in the following year will be deemed to have resigned from the society. At this point the society will no longer have any active requirement to use your data for club business, although we do reserve the right to retain your data for up to 5 years for historical research, or statistical purposes.


How does MSARS use personal data about me?

The data we collect will be used to complete our club records and subsequently provide you with any number of club-related services via any of the channels of communication you provided on your Membership Form, as well as functional data required in the case of usage of the club website at https://msars.org.uk.

We may use your contact details to send you club-related news and membership-related notifications from time to time within GDPR guidelines.


With whom might MSARS share personal data about me?

None of your personal data will be shared with other club members apart from Committee members and technical support staff in order to provide you with your membership services, including provisioning of web and email services. If we wish to share any of your data publicly, we will obtain your written consent in advance unless it has historically appeared in a newsletter or on our website. Your name and amateur radio callsign(s) are excluded, and we reserve the right to use these freely in any of our communications. You agree to these conditions when you sign up to become a member.

Your personal data may be physically stored in several locations and on various devices. These include personal computers used by the Committee and technical support staff, servers provided by our web hosting providers and various cloud-based repositories, including some managed by third parties both inside and outside the UK and the EU. We may also store your personal data on paper-based systems, especially if you choose to complete a paper membership application form.

Other entities with whom we may share your data, and who could also be regarded as Data Processors under GDPR regulations include the Radio Society of Great Britain and The Office of Communications, commonly known as Ofcom. The President and Committee members’ call signs and telephone numbers will be published on the MSARS website (https://msars.org.uk) unless the Club Secretary or MSARS Webmaster receives a request to withhold such information.


How can I access or update personally identifiable information about myself?

Your data is always available to you. You can request a breakdown of the data MSARS holds on you at any time and you can request that your data is deleted. You can do this by contacting the Club Secretary in the first instance or indeed any member of the Committee.


MSARS website-specific data

Certain information (which may or may not be regarded as 'personal') is captured and stored in our web server logs. This includes your IP address. Further, and for full transparency, we also capture details about your web browser, operating system and screen resolution. None of this information is shared with any third party and is only used by us to support the continued operation of the website. Session data is also captured and stored for the purposes of supporting cookie functionality. For more details on this, please read our cookie policy.

Users who choose to register for an account on the website will, once their accounts have been approved, be presented with options under the 'user menu' to request copies of their data or to request its deletion. It should be noted however, that only members of the Mid Sussex Amateur Radio Society and recognised friends of the society with have access granted to the website backend. All other registration requests will be denied for security and privacy reasons.


How may I contact MSARS?

If you have any questions regarding our handling of your personal data please contact the Club Secretary. Website-related queries may subsequently be redirected to the Webmaster.


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