The Great War Aviation Society Privacy Policy

This Privacy Notice tells you how we collect, use and protect your personal information.

We are committed to protecting your personal information, using it only in accordance with our responsibilities and being transparent about what we do with it. We won’t do anything with your information you wouldn’t reasonably expect.

Why do we have this Privacy Policy?

We are required to provide you with the information in this Privacy Notice under applicable law, which includes:

The General Data Protection Regulation (EU) 2016/679 (which replaced the Data Protection Act 1998 from 25 May 2018) and the Privacy and Electronic Communications (EC Directive) Regulations 2003.

Our contact details

If you have any queries about our Privacy Notice, please get in touch with The Membership Secretary at: 3 St. Andrew’s Lane, Titchmarsh, Kettering, NN14 3DN

or by email at: [email protected]

Plain English Summary

So we can better manage the Society, we need to keep information about membership data and product orders.

If you are a member, we will keep your details for the year of your membership and the following four years. If you are not a member, we will keep sales and forum records for the current year plus the next two years.

We do not share your information with third-party organisations other than our distributors, who will send your purchases out.

Our full detailed policy is below.

How and when we collect information about you

When you directly give us information

We may collect and store information about you when you interact with us, which could be when you:

• become a member or renew your membership of the Society;
• support our work through a donation;
• register for, or participate in an event or conference, or the activities of the Society, including regional meetings of members;
• tell us information about yourself;
• submit an enquiry;
• buy a book, calendar etc. (“Products”) from us;
•  make a complaint;
• become a volunteer.

When you indirectly give us information

When you interact with us on social media platforms such as YouTube, Facebook or Twitter, we may obtain personal information about you. The information we receive will depend on the privacy preferences you have set on each platform and the privacy policies of each platform. Please refer to their privacy notices to change your settings on these platforms.

We may also obtain information about you if you visit our website. This is usually anonymised information relating to your site use, such as the pages you visit and how you navigate the site. This information is used to help us maintain our website.

Where we have your consent to do so, we will also use your location data collected via our mobile application.

Where you have given your consent (where lawfully required), we use cookies, log files and other similar technologies to collect personal information from the mobile device or computer hardware and software you use to access our website. This includes the following:

• an IP address to monitor Sites traffic and volume;
• a session ID to track usage statistics on our Sites;
• information regarding your personal or professional interests, demographics, buying habits, experiences with our products and contact preferences.

Our web pages and e-mails contain cookies or pixel tags (“Tags”). Tags allow us to track the receipt of an e-mail to you, to count users that have visited a web page, or opened an e-mail and to collect other types of aggregate information. Once you click on an e-mail containing a Tag, your contact information may be cross-referenced to the source e-mail and the relevant Tag.

In some of our e-mail messages, we use a click-through URL linked to our website or third-party websites. If you decide to click through to the relevant URL, we or the relevant third-party website operator (as applicable) may, through their use of a Cookie, track click-through data to determine interest in particular topics and measure the effectiveness of these communications. Please note that to the extent that you click through to a third-party website from our email, the use of your data by the relevant third party will be subject to their own rules and policies.

Please note that any emails you receive from us may contain Cookies to help us see if recipients have opened an email and understand how they have interacted with it. If you have enabled images, Cookies may also be set on your computer or mobile device.

If you do not wish to accept Cookies from our emails, close the email before downloading any images or refrain from clicking on any URL links. You can also set your browser to restrict Cookies or reject them entirely. These settings will apply to all Cookies, whether included on websites or in emails.

In some instances, depending on your email or browser settings, Cookies in an email may be automatically accepted (for example, when you’ve added an email address to your address book or safe senders list). Please refer to your email browser or device instructions for more information on this.

Please see our Cookie Policy [link] for further information.

By using this information, we can measure the effectiveness of our content and how visitors use our website and our services. This allows us to learn what pages of our website are most attractive or interesting to our visitors.

What information we might collect

We may collect and use your data. This means any information that identifies you or can be identified as relating to you personally, such as your name, address, phone number, email address, and financial information relating to membership subscriptions and product sales.

Personal information may relate to your membership of the Society or the purchase of products from us, why you are interested in the Society and/or our work, and any other information you may provide to us.

We’ll only collect the personal data we need, and we’ll make it clear at the point of collection why we are collecting it.

The Society maintains membership, mailing and other lists related to the work of the Society. This may be electronic (on a server, computer or similar device) or in traditional paper form. Typically, this contains personal information such as your name, address, email address and phone number.

Data protection law recognises that certain types of personal information are more sensitive. This is known as ‘sensitive’ or ‘special category’ personal information and covers information revealing racial or ethnic origin, religious or philosophical beliefs, and information concerning health or sexual orientation. We do not generally require sensitive information. It will only be collected where absolutely necessary, and clear notices will be provided if and when we collect this information, stating what information is needed and why.

If you’re 16 or under

If you’re 16 or under, you must get your parent/guardian’s permission before providing any personal information to us.

How and why we use your information

We will use your personal information for the following purposes:

• to manage your membership of the Society and/or your involvement in our activities;
• to tell you by mail, email and other methods about the activities of the Society and provide you with news related to the above and matters of interest connected to early aviation;
• to send you our quarterly journal, electronic bulletins and products;
• to record and to provide you with a response and/or resolution if you contact us with an order, query, request or complaint or if you request not to receive further information from us;
• to generally advance the objectives of the Society, including in connection with the many activities of the Society, and for other essential record-keeping purposes;
• to fulfil any legal obligation to which we are subject.

Who do we share your information with?

We will use your information only for the purposes it was obtained. Where appropriate, we may share your information within the Society (for example, between Treasurer and Membership Secretary), but we will not, under any circumstances, sell or share your personal information with any third party for their own purposes. Some of our service providers may have access to your data to perform services on our behalf, such as processing payments or despatching quarterly journals. We will only share your data for such contractual relationships or where legally required. We will comply with requests where disclosure is required by law.

How we protect your information

We use technical and other prudent security safeguards to secure your personal information. We take appropriate measures to ensure that people with access to your personal information are aware that such information is to be used only in accordance with this Privacy Notice.

We undertake regular reviews of who has access to information that we hold to ensure that your information is accessed appropriately.

How long will we keep your information?

We follow the Information Commissioner’s Office guidance and retain personal information for no longer than necessary for the purposes for which it was collected, including about your membership of, or involvement with, the Society.

When you create a log-in to our website, you will be asked to agree that we may retain your personal information. If you do not agree, you can still create a log-in facility, but we can only maintain the account for as long as it takes to carry out your transaction. Once the transaction is completed, we will be obliged to delete your log-in, and you will have to create a new one for any further transactions. This can be avoided by you agreeing to our retaining your personal information or by you becoming a member.

Your rights to your personal information

Data protection legislation gives you the right to request access to personal information about you, which the Society processes, and entitles you to be able correct any inaccuracies.

You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information, object to our processing of your personal information or remove your log-in to our website.

If you wish to exercise these rights, please get in touch with the Membership Secretary in writing or by email.

We will respond as soon as practical and no later than 40 days after receipt of your written request.

How to make a complaint or raise a concern

If you would like more information, have any questions about this policy, wish to make a formal complaint about our approach to data protection, raise privacy concerns or make a complaint about how we have handled your personal information, please get in touch with the Membership Secretary in writing or by email.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk

Changes to our Privacy Notice

This Privacy Notice may change from time to time, and we will endeavour to tell you as soon as practicable if that
occurs.

July 2023