GDPR

Northern Counties Photographic Federation
EU General Data Protection Regulation (GDPR)

The Northern Counties Photographic Federation (NCPF) is what’s known as the ‘controller’ of the personal data you provide to us. We will usually collect basic personal data about you like your name, postal address, telephone number and email address.

Why we need it

We collect your personal data in connection with specific activities, such as registration or membership requests, competition entries, and events organised by NCPF.

We only collect your personal information when you provide it to us directly.

We will also hold information about your details so that we can respect your preferences for being contacted by us.

We will only disclose information to third parties or individuals when obliged to by law and in the following situations:

  • If you have agreed that we may do so.
  • If we submit your images to other named photographic organisations and clubs your details may need to be shared.

We will never sell or rent your personal information to other organisations.

We hold your information only as long as necessary for each purpose we use it.

What are your rights?

A new data protection law, starting in May 2018, gives everyone a number of very important rights. These are:

  • Transparency over how we use your personal information (right to be informed).
  • Request a copy of the information we hold about you, which will be provided to you within one month (right of access).
  • Update or amend the information we hold about you if it is wrong (right of rectification).
  • Ask us to stop using your information (right to restrict processing).
  • Ask us to remove your personal information from our records (right to be ‘forgotten’).
  • Object to the processing of your information for marketing purposes (right to object).
  • Obtain and reuse your personal data for your own purposes (right to data portability).
  • Not be subject to a decision when it is based on automated processing (automated decision making and profiling).

If you would like to know more about your rights under the data protection law see the Information Commissioners Office website.

Remember, you can change the way you hear from us or withdraw your permission for us to hold your personal data at any time by contacting us via our Contact Form.

This document was last updated: May 2018

Northern Counties Photographic Federation
Data Protection Policy

The Northern Counties Photographic Federation (The NCPF) is established with the objects set out in its Constitution, to serve the interests of its Affiliated Clubs. The NCPF is a data controller within the UK.

The personal information referred to in this Policy may include name, distinctions, contact details, affiliations, service records, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of the NCPF. Any person wishing to verify the information held by the NCPF, or who can correct or update that information, may apply to the Secretary.

The NCPF collects and uses personal information for several purposes:

  1. The NCPF Directory:
    a. The NCPF Directory includes contact information about the members of its Executive and those volunteering their services as judges or lecturers. The Directory also includes an archive record of the names of those awarded by the NCPF.
    b. The Directory is circulated to Affiliated Clubs, and to those whose contact details are included. c. The contact details of NCPF officials allocated to provide particular services may be published generally.
  2. Northern Focus:
    a. Northern Focus contains editorial material and may include contact details of those submitting material for publication.
    b. Northern Focus is published on a web site and is viewable by anyone.
  3. NCPF Events:
    a. Photographers, as the creators of images, enter NCPF events either directly or via their Club.
    b. This information is held and managed subject to the General Conditions for NCPF Competition Events.
  4. General Business:
    a. The NCPF may hold personal information for anyone contacting the NCPF, or whom the NCPF contacts for the purpose of conducting its general business.
    b. This information is used to satisfy a requested service or a contractual requirement.

Data Retention

  1. General business records will normally be held for a minimum of eight years.
  2. The NCPF may retain historical archives indefinitely, for example but not limited to, records of meetings, directories, catalogues, awards and other event results.

Any person previously authorised to hold personal data on behalf of the NCPF, and who then ceases their connection with the NCPF such that they are no longer authorised, is required to take all reasonable steps to delete that personal data, whether on physical or electronic media. Where those reasonable steps have not deleted all personal data, then the NCPF grants permission for the retention of that residual personal data, provided that it is not used in any way.

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