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GB Overprints Society

GBOS General Data Protection Regulation (GDPR)


A Europe-wide regulation came into force in 2018, requiring all institutions holding personal data had to publish a statement on how and why they collected personal data, and what they used it for. This was designed to reduce the number of large mailshot companies, and was not designed to cause intrusive regulation for smaller societies which used personal data only for contacting their members. The following is the Society's formulation of its use and protection of personal data of its members. By subscribing to the Society or enter into an agreement for reciprocal or complementary copies of the journal "The Overprinter" you are agreeing to the terms and conditions spelt out below. The statement was circulated with The Overprinter edition 2018/2 (see p.35 and p.37), and clarifications (but not new principles) were included in the Editorial section of edition 2018/3 and 2018/4.



In compliance with the General Data Protection Regulation 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 Societyís 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

Notes:

[1] The Overprinter 2018/4 p.95: this includes occasional 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 memberís 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.