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  Gauge 0 Guild Ltd interim Data Privacy Policy (Issue 1. 1st September 2010)

1.0 SCOPE

This Privacy Policy regulates the use by The Gauge O Guild Limited (The Guild) of the information you provide when joining the Guild and using the Guild website.

This policy relates to the information gathered by Guild Officers, Constituency Representatives, Post holders and Members in the pursuit of Guild Management, Organisation and Membership affiliation. This policy also relates to Guild data which is provided to and used by Tropview Ltd trading as Artytype, in pursuit of their services on behalf of the Guild. This is subject to a formal agreement dated 7th October 2009.

The Guild is committed to protecting the privacy of members information. This policy statement is designed to give a clear explanation of The Guild’s data processing and retrieval practices.


2.0 CONSENT

You signify your consent to our collecting and using your personal information in accordance with this Privacy Policy by becoming a member of the Guild or when renewing your membership, and when using the Guild website.

This Privacy Policy may be updated from time to time. We shall keep an updated copy of this Privacy Policy on our website. By continuing to use and access our website you agree to be bound by the latest Privacy Policy.


3.0 INFORMATION THAT WE WILL COLLECT

Browsing our web site and using most other Guild services does not require any personally identifying information.

The Guild requires that members supply personal information necessary to administer the Guild and to contact members in connection with the Guild’s objectives. Some of the information requested is compulsory (for example, your name and address) and these compulsory fields are clearly marked on the application form. Other fields are voluntary (for example, your first name and date of birth).

We may automatically collect non-personal information about you sufficient to keep you informed as a member.


4.0 WHO WE SHARE THE INFORMATION WITH, AND YOUR OPTIONS

We will not sell, distribute or lease your personal information to third parties excepting Artytype, unless we have your express permission or are required by law.

In the case of our Overseas Members, this process may include sending personal information outside of the European Economic Area and, if necessary, across international borders. The data protection laws in these countries may not be as extensive as in the European Economic Area.

We reserve the right to contact you via post, email, telephone or fax in relation to the administration of your membership account.
Upon personal request, the Guild will remove any member (and their related personal information) from the members database. This will, however result in:
    a) nullifying your membership record
    b) removing your access from on-line Guild services
    c) removing you from the Gazette and Newsletter distribution system.

We reserve the right to access and disclose individually identifiable information to comply with applicable laws, court orders and lawful government requests to operate its systems properly or to protect itself and its users.


5.0 DEFINITIONS

a) Data Controller. The Data Controller is The Gauge 0 Guild Limited, through it’s management Board
b) Data Protection Officer. The Data Protection Officer shall be the Guild Secretary
c) Data Processor. The Data Processor is Adrian Haines, Managing Director, Tropview Ltd, trading as Artytype, 6 Kings Buildings, Hill Street, Lydney, Gloucs GL15, 5HE.


6.0 LINKS

Cookies need to be enabled on your PC to allow you to access members only web pages.

The Guild website contains links to other web sites. Please be aware that The Gauge O Guild is not responsible for the privacy practices or content of such other sites and accordingly assumes no responsibility whatsoever in respect of such sites. Furthermore, The Guild does not endorse any products and/or services featured on any third party site. You should exercise caution and look at the privacy statement applicable to the site in question.


7.0 CORRECTION AND UPDATING OF PERSONAL INFORMATION

If a user's personally identifiable information changes we will correct, update or remove that user's personal data as speedily as possible. You may request details of the personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. This fee will not exceed £10. If you would like a copy of the information held on you or would like us to correct, amend or update your information please email the Guild Secretary.


8.0 NOTIFICATION OF CHANGES

If we need to change our Privacy Policy, we will post these changes on our web site so our users are aware of what information we collect and how we use it. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will notify users via the Gazette and Web.


9.0 DATA ACCESS

Using a secure log in system based upon encrypted passwords, members may access and update their personal information.

Members information is available in read only form to authorised members of the Guild Board. A limited number of Guild staff authorised by the Board have ‘write-access’ to members data in order to carry out their duties. These include Artytype, the Webmaster and the Web design team in pursuit of their responsibilities on behalf of the Board.

Authorised by The Guild Secretary acting as Data Protection Officer