Welwyn Garden City Photographic Club (WGCPC) is established with the objects set out in its constitution and is a data controller within the UK.
The personal information referred to in this Policy may include name, contact details, service records, records of entries to events, photographs used at events and such other information as may be necessary for the effective management of the legitimate interests of the Club. Any person wishing to verify the information held by the Club about them may apply to the club Secretary.
The Club collects and holds personal information about:
1. The Committee and its Members, others who assist and those offering their services to other Clubs or to the EAF*/PAGB** communities (e.g. as Judges or Lecturers). This information is used to facilitate administration of the Club, its services and events.
- The information (Name, Photo Distinctions, Address, Telephone Number, email address & Club if applicable) is compiled electronically, or as a PDF, and is only available to Committee Members.
- Limited data (Usually Name, Club and email address) is used electronically by the Committee; for secure website log-in, and to circulate information for administration or event purposes.
- The contact details of Club officials allocated to provide services may be published generally, including on our website, on event paperwork or in authorised Club publications.
- Additionally, information may be held on prospective members for administration purposes.
2. Photographers participating in the activities of the Club, including external events.
(Normally for Club entries to external competitions, only Name, Photo Distinctions Picture Title and Club are provided, except for our club organiser, whose email address and phone number may also be required).
- This information is managed subject to the event or competition rules and includes participation in EPF and PAGB events.
Any photographs submitted to any Club event or competition may be selected to represent the Club. By submitting an entry, the entrant certifies the work as his/her own and permits the Club to reproduce all or part of it, free of charge, for publication and/or display in media related to the Competition, including on websites. The Photographer of each image will normally be credited with any use. The Club assumes no liability for any misuse of copyright.
By entering, the Photographer consents to the retention by the Club of information identifying the Photographer as the creator. Where the Club is the Entrant on behalf of multiple Photographers, then these rules allow the Club to warrant that each Photographer has consented to the retention of identifying information as if the Photographer had entered in person.
3. Others necessary for the conduct of the business of the Club. This information is used to satisfy a requested service or a contractual requirement and may be retained to confirm the outcome.
The Club may retain historical archives, for example but not limited to, records of meetings, handbooks, catalogues, prints and images, awards and other event results. The Club will make every effort to delete information about past or deceased members but cannot guarantee to do so.
* EAF – East Anglian Federation; ** PAGB – Photographic Alliance of Great Britain