LALG Privacy Statement

This page provides information on how LALG handles your personal data, and a statement of conformance to the regulations (known as GDPR) governing this subject.  The following three documents are available in the following tabs:

  • A Statement to members explaining how we handle your personal data.
  • A formal Notice describing conformance to the regulations.
  • A document giving Guidance to Group Contacts on the steps they should take when handling any personal data about their Group mambers.

Privacy Statement for Members GDPR

The General Data Protection Regulation – Effective 25 May 2018.

The GDPR is being incorporated into the Data Protection Act 2018 replacing all previous data protection legislation. For LALG there will be no changes to the data we collect from you or the information we send you.

As a member of the Letchworth Arts and Leisure Group (LALG), it is essential that we continue to communicate with you. Currently we do this by email (if you have supplied an email address) or by post and occasionally by telephone. We also send you our monthly newsletter and put that on our website. We will continue to contact you in these ways. Additionally your group contact may send you details of activities they are organizing.

Our emails and letters to you will contain membership information, plus details of meetings and events organised by LALG. We will also continue to inform you of other events, meetings, exhibitions and our discount suppliers scheme. As before, such emails will still carry an ‘unsubscribe’ option in the footnote.

You can request to see your membership information that we have on file under your name. This is limited to the date you joined, your name, address, home and mobile telephone numbers and email address. We will also record whether you have paid your subscription but not your banking details.

We will continue our policy of not passing on your details to third parties other than for distribution of the newsletter, which is undertaken by our printers, and we use GPDR compliant companies to distribute emails to you.

You can view our full Privacy Statement on our website or request a copy from the Secretary.

Privacy Notice

Why do we need your data? We need to collect and store your name, address and email so that we can let you know what leisure opportunities are provided each month by LALG. We provide you with details of associated groups, discount suppliers and include some advertising in our monthly newsletter. We also track subscription payments. We use anonymised data for statistical purposes for example to track survey responses and membership numbers year on year. We check what data we have on members every two years and remove it if we no longer need it. If you leave LALG we’ll make sure we remove and/or delete any data, we don’t need to keep.

What do we use it for?

Any of the information listed might be needed to manage your membership with LALG and to run our activities including those organised by group contacts. We won’t ever use this information for anything else unless you give us your active consent for that additional use. We will also tell you about activities run by like-minded organisations and from time to time we will tell you about volunteering opportunities. We will always include opt-out options on all email communications. You can withdraw your consent at any time by contacting the LALG Secretary.

Do we share your data with anyone else? 

  • We will never give your data to third parties for them to use.
  • We will use third party services to send emails and our monthly newsletters. The Tourist Information Office and David’s Bookshop act as our agents for some purposes. We will make sure they are reputable and secure, and that your data is kept safe.
  • If another member of LALG asks for your contact details, we will only ever share them with your consent.

What can you ask us to do?

At any time you can ask to view, update or correct any data we hold on you. You can also ask that we stop using your data or that we erase it. To request any of these please contact the LALG Secretary.

If you’ve got a question who should you speak to?

The best person to speak to is the Data Protection Officer: dpo@lalg.org.uk 

Data Protection advice for group contacts.

The key things you need to know:

New data protection legislation was introduced in May 2018. The definition of what is personal data remains the same to include anything that can identify an individual: contact details, membership number or photos.

We can only collect data which we have a valid reason for having, and for which we have the owner’s consent to using. Sometimes explicit consent is not needed because it is obvious. Under the ‘contract’ that members have with LALG we do not need their consent to communicate with them but even so we have to provide clear and simple information about how their data will be stored and used.

We must keep data safe. If it is online it should be password protected. If it is a paper record, it should be kept private and when possible locked away.

When we no longer need the data, for example after an event or when a member has left the group, we should safely destroy it.

So how does this apply to you as a Group Contact?

As a Group Contact you probably have a list of people in the group. Make sure you only have data that you have a valid reason for having. For example, if you will never email members don’t collect email addresses.

You should tell group members that you will abide by LALG’s privacy statement (see www.lalg.org.uk/privacy). If they prefer a paper copy they should contact the secretary via the contact details in the newsletter.

If you intend to use the data for anything other than running the group you will need the explicit permission of the owner. For example, you can only take and store an image such as a photograph or video if you have the explicit consent of the members involved.

You need to review how safely you are storing the data you hold. Take steps to avoid data going to anyone else. This includes within the group: so when emailing several members, use the bcc facility unless you have explicit permission to share those email addresses within the group.

Any data that you no longer need should be destroyed safely and securely.

It is best practice to add a footnote to any booking form, email or leaflet saying:

  • I will safely store your name, phone number and email address and will only use them to manage the group’s activities and to contact you about group events.
  • If you give me your consent I will add your /phone/address/email address to my mailing list for other communications which might be of interest to you. You can withdraw your consent at any point by contacting me.
  • Only if relevant to your group: If you give me your consent I will take photographs/videos of group activities which might be used on public sites such as facebook and the LALG website for promotional activities

The full LALG Privacy statement can be found at www.lalg.org.uk/privacy.