Privacy and Cookie Statement

Established and run according to its constitution, the interests and activities of Norwich and District Photographic Society (NDPS) require personal data about each individual member to be held.

All personal data and information collected is held securely and used as described below for the effective management of the Society in accordance with our data protection policy:

  • It MAY BE USED to communicate with members by email, phone, text messaging or post in connection with membership and other NDPS activities.

  • It WILL NOT BE ISSUED to any other organisation for electronic marketing purposes, nor addressed specifically to any individual or group of members.  However, general advertising addressed to all the NDPS members, such as posters and leaflets about meetings and events organised by NDPS and other clubs and organisations, are permitted.

DATA COLLECTED AND HELD

Prior to joining all NDPS members are required to complete an application form and to provide the following personal data:

  • Full Name

  • Photographic Qualifications & Distinctions

  • Postal Address

  • Phone number

  • Email address

Upon becoming a member of NDPS, the Membership Secretary will assign each member a unique membership number and password that allows access rights to the members’ area of the website.

All personal data is maintained in a secure database by NDPS and other than the member the data is only available to authorised officers of the Society to use as described below.

Images belonging to member's are also held by NDPS.  These are images entered by members in internal and external photo-competitions and exhibitions or submitted for other purposes via the NDPS website.  Images submitted for NDPS use may be selected to represent the Society in external photo-competitions and to enable entry to external exhibitions, such as Inter-club competitions and the EAF annual exhibition.

By accepting membership of the Society and providing contact details and entering images members are implying consent for their data to be used for the purposes described.

DATA USE BY NDPS

Members of the committee are most likely to use email or occasionally phone in order to be able to reach all NDPS members. Committee members must ensure that any emails are sent out using an authorised NDPS email account.  In addition, members will only have visible contact detail of a single recipient.  This can be achieved by entering the account name in the Send To section and the names of other intended recipients in the BCC section of the email header.

All members must not communicate NDPS business through private email accounts.   Currently the authorised NDPS email accounts include:

ndps.infocus@gmail.com for all general matters concerning NDPS and its members

ndps.talk@gmail.com for matters relating to newsletters and other general communications sent out to members

ndps.membership@gmail.com for general queries concerning membership of NDPS

The help function in the members’ area can also be used to ask questions and seek advice.  Such requests are assigned to an appropriate member of the committee and answered normally within 24 hours.

INFORMATION LIKELY TO BE SENT TO MEMBERS FROM NDPS

Full details of all NDPS activities and events are posted on the Programme page of the website.  In addition, members can normally expect to receive, by email, the following regular communications:

  • A number of NDPS meetings are now held online using zoom.  The link for zoom meetings is normally be sent out 24 hours in advance.

  • The Secretary is likely to send out information about club business such as the AGM, and to pass on information from the EAF, PAGB, and RPS, and in addition, invitations to talks and exhibitions from other local clubs.

  • The Competition Secretary is likely to send out reminders of forthcoming competitions and request images for external competitions.

  • The Exhibition Secretary is likely to send out information about NDPS exhibitions and to request images.

  • Personal copies of NDPS’s regular newsletter – In Focus

  • Confirmation of reserved places on Special Interest Group shoots.  Please note the event leader is provided with a list of attendees and contact numbers so that participants can be updated of last minute changes to the plans.

  • The Membership Secretary is likely to send out details for renewing subscriptions, subscription reminders and confirmation of subscription receipts.

ACCESS TO A MEMBER’S OWN DATA

Members are able to access and edit if required the personal data held about them by accessing their ‘profile’ whenever they log-in to the members’ area.  This includes changing their secure login password if desired.

Members can also download NDPS’s current data protection policy from the Useful Documents section of the website

WHAT ARE COOKIES…?

Cookies are small text files which are stored by the browser on your computer. Only the information that you provide, or the choices you make while visiting a website, can be stored in a cookie. Allowing a website to create a cookie does not give that or any other site access to the rest of your computer, and only the site that created the cookie can read it.

OUR USE OF COOKIES AND HOW TO OPT OUT

NDPS uses cookies to monitor how people use our site, and access the services and features we offer, and to improve our user experience. Some of the cookies described above are stored on your machine by third parties when you use our website.

We have no control over these cookies or how the third parties use them. If you prefer not to use cookies, you can choose to delete or disable cookies within your browser settings at any time.

NDPS’s website is managed by Squarespace.

For more information about these controls, visit your browser or device's help material. All modem browsers provide a setting that allows a user to block third-party cookies. Please note that if you delete or disable our cookies, this may impact functionality in certain areas of the NDPS website.

MEASURING OUR VISITORS

Squarespace measure visitors to our website using analytics. This records what pages you view within our site, how you arrived at our site and some basic information about your computer. All of that information is anonymous — we do not know who you are only that somebody visited our site.

The information Squarespace collects from analytics helps NDPS to understand what parts of our sites are doing well, how people arrive at our site and so on. Like most websites, we use this information to help improve our website’s effectiveness.

Effective from 1st July 2021