The information we request and keep
We record the contact details of members of the Society so that we can administer the Society properly and communicate with them. We may also record contact details of non-members if they attend events such as coach trips or meetings at Jubilee Hall.
We also record personal details when orders for publications or other items are made by post or from our online shop; and when lettings of Jubilee Hall are arranged or we enter into other contracts in the course of running the Society.
The law allows us to use personal information provided in these ways because:
- it is required by law: as a company the Society is required to keep a register of its members, and for the purposes of claiming Gift Aid it needs to maintain records in accordance with the requirements of HMRC; and/or
- it is required by the contract of membership with the Society; and/or
- it is necessary for us to fulfil other contracts we enter, including those for the supply goods ordered from us and for lettings of Jubilee Hall; and/or
- it is necessary for the proper administration of the Society – what the law calls our “legitimate interest”.
In processing information in our legitimate interest we will use it in a way which might reasonably be expected as part of running our organisation and which does not materially impact your rights, freedom or interests.
Providing the information required by our application form (either on paper or online) is an essential part of operating your membership of the Society. As a matter of law it is not possible to be a member of the Society unless we are provided with the applicant’s name and address.
Providing personal details is essential when someone enters a contract with us so that we can communicate with them and perform our obligations under the contract.
The law also allows us to collect and use personal information in other circumstances with the consent of the individual concerned. In such cases we will explain how we will use the information at the time we collect it.
Using personal information
With the exceptions mentioned below we will not communicate personal information to anyone outside the Society unless it is agreed with those who provided it or we are legally required to do so.
Note that any member of the public has a right under company law to inspect and copy the Society’s register of members, which contains the names and addresses of our membership. We need to supply personal information to HMRC about any member whose subscription is gift-aided.
The Society may use third party providers to transmit e-mail communications to members who have agreed to receive them and/or to dispatch our Newsletter and other postal communications to members. Where we transfer information to third parties to enable them to fulfil these functions, we will comply with the relevant legal rules governing such transfers: these are designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal information.
How we communicate with you
The Society will send its members by post our quarterly newsletter, and any other information which we are legally required to supply in hard copy form. Subject to this, we may communicate with members about the Society’s affairs by post and/or by email, and in cases of urgency by telephone.
Members who provide the Society with their e-mail address will also be sent news about the Society and its activities. If you would like us to stop sending you this material, you can tell us to do so at any time by using the unsubscribe link in our e-mails, or by contacting us using any of the methods given in the section How to contact us, below. [Members who joined the Society prior to a change in our application forms in 2020 were asked to “opt-in” to enews e-mails. Those who did not do so will not be sent email news unless they have subsequently agreed to receive it.]
If you have ordered goods from the Society we may use your e-mail address to communicate the progress of your order. We may, if we feel it will assist in fulfilling your order, speak to you on the telephone. Once your order is completed we will not contact you.
If we are letting Jubilee Hall to you we may communicate with you by email or telephone to make arrangements for the letting and to deal with any matters arising from it.
Retaining personal information
The Society is required by law to keep membership names and addresses in our register of members for a period of ten years after someone ceases to be a member. If a membership subscription is gift-aided, we also need to keep details relevant to HMRC for so long as HMRC is entitled to raise enquiries about the Society’s tax affairs (normally 7 years after the end of the tax year in which you made your last subscription). We destroy all other information we keep about members one year after a membership ceases.
We destroy all personal details associated with (a) orders for publications not later than one year after orders are completed and (b) with lettings of Jubilee Hall not later than one year after your letting ceases (or, if later, one year after any dispute about the letting is resolved).
The law gives you various rights regarding your personal information. These depend on the circumstances, but may include the right to ask us to give you access to the information we have about you, to tell us to correct, delete or transfer this information, or to restrict or object to our use of it. If you would like to discuss or exercise any of these rights, please contact us.
How to contact us
The body responsible for managing your information is:
The Enfield Society
2 Parsonage Lane
The Society is registered in England and Wales as a company limited by guarantee (no 312134), and as a charity (no 276451). You can contact us at the above address, by leaving a message on 020 8363 9495, or by e-mailing us at firstname.lastname@example.org.
If you think that we have not dealt properly with any concern you have, you can complain to the Information Commissioner’s Office at www.ico.org.uk.
Changes to our practice
The information given above may change to reflect changes in the law or our own practice. We will not, however, make any use of your personal information which is inconsistent with the purpose for which it was obtained unless you have agreed to our doing so.
Last updated 24th January 2021