which comes into effect in the UK and Europe on 25 May 2018, we hereby notify
you that the Society processes personal data about you for the purposes of
running the Society including collecting subscriptions and communicating with
you; this includes occasional circulars from officers about forthcoming events
relevant to the philatelic interests of members, or urgent Society business,
for example important auctions, exhibitions or announcements about General
Meetings, which will occur before the next edition of the journal where they
normally appear [Note 1].
The basis on which we do this is that we are fulfilling
contractual obligations to you and/or we have a legitimate interest in doing
such, as to run the Society, so that it provides the members with the expected
benefits, the data are required and if not held about you, you may not be able
to receive any benefits.
The data that we currently hold comprise name, address and,
if supplied, telephone numbers, email addresses, collecting interests and
subscription records.
It is not intended to disclose your personal data outside
the Society without your consent, except as may be required to send items to
you or in connection with examination of the Society’s accounts. Otherwise the
data are available to officers of the Society. Personal contact details will not
be released to other members without explicit agreement of the person to whom
the data relate.
It is intended to store subscription information and any
other financial data for at least six years in case of future queries and
contact details for the period of membership in case of future queries and for
historical interest indefinitely thereafter.
You have the right:
a) to request access to and rectification or erasure of
personal data or restriction of processing concerning you or to object to
processing, but the Society may be entitled not to comply with a request
b) to data portability [note 2]
c) to lodge a complaint with the Information Commissioners
Office, currently at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
circulars about forthcoming events relevant to the philatelic interests of
members, or urgent Society business, for example important auctions,
exhibitions or announcements about General Meetings, which will occur before
the next edition of the journal where they normally appear.
[2] The Overprinter 2018/3 p.67: Data portability refers to
the ability to move, copy or transfer data easily from one database, storage or
IT environment to another. The Editor receives membership status lists by email
from the Membership Secretary (and vice versa) so that we can, between us,
ensure that your copy of The Overprinter goes to the right person at the right
address / email. Backup copies of membership information also kept for security
on separate discs, memory sticks etc. GBOS does not pass personal information
to any third parties without the member’s consent (eg if one member wishes to
contact another regarding an article), nor to any outside bodies such as other
societies or stamp companies.
GBOS Data Protection form 2018 v4, 17 October 2018
Correct as at 20 November 2018.