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Privacy Policy

Last updated: 10th October 2025

 

1. Introduction

South Shields Photographic Society (“we”, “our”, “us”) is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, and protect your personal data when you interact with us, visit our website, or participate in club activities.

We are a not-for-profit photographic club based in the United Kingdom.

2. Who We Are

Data Controller: South Shields Photographic Society
Contact Email: webmaster@southshieldsphotographicsociety.co.uk
Website: https://www.southshieldsphotographicsociety.co.uk
Location: South Shields, United Kingdom

3. What Information We Collect

We may collect and process the following personal data:

a. Membership Information

  • Name, address, email address, and telephone number

  • Membership start and renewal dates

  • Payment or subscription details (where applicable)

b. Website & Communication Data

  • Email addresses for newsletter or contact form submissions

  • IP address, browser type, and website usage data (through analytics cookies)

c. Photography Competition & Event Data

  • Images submitted for competitions, exhibitions, or events

  • Photographer’s name and image titles

  • Awards, scores, or competition results

4. How We Use Your Information

We process your data to:

  • Administer club membership and communications

  • Manage competitions, events, and exhibitions

  • Publish competition results and member images (with consent)

  • Maintain the club’s website and social media presence

  • Comply with legal obligations (e.g., financial record keeping)

5. Legal Basis for Processing

We process your data under one or more of the following lawful bases:

  • Consent – e.g., when you agree to your images being displayed publicly

  • Contract – for managing your membership or event participation

  • Legal obligation – where we must retain certain records

  • Legitimate interests – e.g., running the club and promoting its activities

6. How Long We Keep Your Data

We keep your personal data only as long as necessary:

  • Membership data – up to 2 years after membership lapses

  • Competition results and images – indefinitely (for archive/historical records), unless you request removal

  • Financial records – 6 years (for legal and tax purposes)

7. Sharing Your Data

We do not sell or rent your data.
We may share data with:

  • Club committee members (for administrative purposes)

  • Event judges or partner organisations (for competitions or exhibitions)

  • Website or email service providers (for hosting and communications)

All third parties are required to keep your data secure and process it only for the agreed purposes.

8. Your Rights

Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you

  • Request correction or deletion of your data

  • Withdraw consent at any time (where applicable)

  • Object to or restrict certain types of processing

  • Lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk/

To exercise any of these rights, contact us at webmaster@southshieldsphotographicsociety.co.uk.

9. Cookies and Website Analytics

Our website may use cookies to:

  • Improve website functionality and performance

  • Collect anonymous analytics data (e.g., through Google Analytics)

You can control or delete cookies through your browser settings.
For more information, visit https://www.aboutcookies.org.

10. Image Rights and Copyright

Club members retain full copyright of their images.
By submitting images to club events or competitions, you grant the club a non-exclusive licence to display those images on:

  • The club’s website, social media, and printed materials

  • Exhibitions or competition galleries

You can withdraw this permission at any time by contacting us.

11. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated “Last updated” date.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact:

South Shields Photographic Society
Email: webmaster@southshieldsphotographicsociety.co.uk
Website: https://www.southshieldsphotographicsociety.co.uk

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