We take care to protect the personal data of members.
The Association keeps on its files the following personal data about individual members:

• Name and address;
• Phone number and/or mobile phone number in cases where the member has provided one;
• email address where the member has provided one;
• Details of membership subscriptions the member has paid; and
• Details of Gift Aid authorities the member has signed.

In addition, when you have been in touch with us by email or telephone, we may retain your email and/or telephone number in cases where we did not have them already.

If we organise specific activities involving the provision of personal data we may supplement this policy with further provisions published on our website.

Your personal data is stored and accessed by members of the Society’s Committee on a need to know basis. The membership list with personal data is stored in electronic form on the computers of the Chairman and Treasurer.

We keep the information for as long as we deem necessary within the remit of the relevant legislation. Membership details and Gift Aid authorities will be retained for as long as you are a member. We need to keep financial information for a period of six financial years after the end of the financial year in which the transaction occurred so that we can respond to any enquiries from HM Revenue and Customs about our income or applications for Gift Aid.

We use your personal information to send you the newsletter, Ladbroke News; to send you invitations to events organised by the Association, including the AGM; to communicate with you about your subscription or membership status; to get in touch with you when we think you may be able to assist the Association or when there is some planning or other issue of which we think you may wish to be aware; and (in the case of those who have signed up to our email alert system), to send you information about news and events which might be of interest. We do not provide access to our membership list to anybody outside the Committee and we do not give any personal information about our members to third parties without seeking your consent first.

You have a right to ask us to tell you what information we hold about you at any time and to ask us to make corrections if information is incorrect or out of date. You can do this by writing to the Chairman or Treasurer:

Chair: Sophia Lambert
info@ladbrokeassociation.org
13 Ladbroke Grove W11 3BD

Treasurer: Kay Broadbent
9 Kensington Park Gardens W11 3HB

You have a right to cancel your membership at any time and ask for your details to be removed from our mailing lists (although, as explained above, we may need to keep some data so that we can respond to any enquiries from HMRC about our income or applications for Gift Aid).

We will inform you if there is any data security breach.

Ladbroke Association January 2024