Version 1.0                                                                                                 March 2024

The GAW takes your privacy seriously and we want you to trust us. We aim to explain clearly how we use your personal information as part of running the association and how we protect it.

This privacy policy applies to the information we may obtain from you when you use the services we offer, including those on the website; when you become a member or update the information we hold.

Data Controller:

The GAW is the data controller (contact : datamanager@gaw.org.uk).

We are a voluntary association with an organizing committee elected annually. 

The constitution of the association can be viewed on the website (https://www.gaw.org.uk/blog/wordpress/about-the-gaw/gaw-constitution/).

If you have any queries about this policy you can also talk to a committee member at a club night.

Lawful basis for processing:

We need to collect your contact information in order to maintain a list of members; send out communications; to run courses and other events.

We will obtain your consent to allow us to administer the association.

How we use the information we collect:

GAW members:

• We use your contact information to communicate with you regarding your membership. We ask for names, addresses, phone numbers and email addresses and may use any method available to us to contact you. (phone numbers and email addresses are not mandatory but they help us to keep you informed)
• Photographs taken at events may be published on the web.
• Photographs of work posted to the association’s ‘WhatsApp’ group may be published on the web.
• We do not pass members details onto any third party.
• Member’s details are generally only held by the secretary and the membership secretary, they will only be passed to other committee members for specific reasons (e.g. coordinating an activity).

Club members and individuals under special circumstances:

The following people will be asked for consent before their information or identifiable image is published on the website.

• Club members.

We will never knowingly publish identifiable photographs of anyone under the age of 18.

Website users:

• We may use cookies to facilitate services we offer on our websites. Cookies are small data files stored on your computer. These are used to improve the way the website is presented to you.
• We store contact details for those who contact us so we can process the request or contact the individual.
• We use web tracking technology which uses anonymised data to produce reports on website performance.
• Log files are stored with website activity which may contain IP addresses.

Email Newsletter subscribers:

• We use names and email addresses to send out periodic email bulletins.  Wherever possible we will ‘bcc’ members to avoid sending out details of all members to all members, but this is not guaranted.  We’re human – it may go wrong occasionally.

WhatsApp group:

• The GAW runs a WhatsApp group for members.  The content is the responsibility of contributors, not the GAW though if any contributions are offensive or not related to woodturning the contributor may be asked to remove them and/or apologize.  Repeat offences may result in the member being banned from the group at the discretion of the GAW committee.
• Any pictures contributed to the group may be published on the website and credited to their creator.

Purchases:

• Credit / debit card payment processing is carried out by a third party service provider (Zettle / PayPal). The service provider uses the information they collect to process your payment and inform us the payment has been made. Records of financial transactions are kept by the payment processor.

Sharing data:

• We don’t sell information to any other organisation.
• We only share contact information with service providers who need it to carry out the service we have requested of them.
• We may publish your information on the web or in our newsletter if you give us permission to do so.
• We may publish credited photographs of your work on the GAW website.
• We would disclose information to a law enforcement agency if we were required to do so or if we felt it necessary to do so in order to prevent injury / loss of life.
• We may disclose information if it helped us defend against a third party claim or allegation.

Data Retention:

• We hold membership details for one year after a membership lapses. This is to enable an individual to re-join with minimal effort.
• We hold records for finances for seven years.
• If requested by any individual (or their family in the event of death), we will remove their data from the membership database. Once done, we can no longer communicate or maintain membership records for the individual in question.
• Any person receiving email bulletins can unsubscribe at any time by contacting datamanager@gaw.org.uk.

Your Rights:

• You have a right to know what data we hold about you. Requests should be directed to the data manager (email datamanager@gaw.co.uk).
• You have a right to request rectification of incorrect data we hold about you.
• You have the right to opt out of communications other than membership renewals.
• You have a right to have your data erased if it is no longer necessary for us to retain it.
• You have the right to ask for photographs of your work not to be displayed on the GAW website.
• Where there is a dispute as to the accuracy of your data, you can request a restriction is placed on any further processing.
• If you are unhappy with the way the GAW has dealt with your complaint, you can lodge a complaint with the Information Commissioner’s Office. Their address is below.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or +44 1625 545 745