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Wells & Mendip Astronomers

GDPR Data Privacy Statement


Wells & Mendip Astronomers is a fee-paying membership society dedicated to the pursuit of amateur astronomy through meetings, talks, events and the sharing of experience. A limited amount of accessible personal information from its members is needed to ensure the adequate functioning of the society.


Members’ personal data is gathered in writing through completion of the paper Membership Form, or online through the Membership Application page on the Society website . The paper Membership Forms or a print-out of the online form are retained to prove acceptance of the Society’s Data Privacy policy.


The only personal data collected is that required to ensure the functioning of the society:

-        Names of members over the age of 16

-        Address

-        Email

-        Phone

No children’s data is needed (under the age of 16) because children should always be accompanied by an adult.


Members’ personal data is transferred onto a password-protected Excel Database and onto the secure area of the society website. No opt out is offered because of the importance of the database to the proper functioning of the Society. Members are given password-protected access to their data on the website to ensure that it is current. All Members’ data is accessible to the elected members of the Society’s organising Committee only for the uses described below.


The data is used for 1) The necessary administration of society business e.g. verification of membership, preparation of member signing-in lists for public society meetings, renewal reminders at the end of the Membership year, membership statistics and 2) To provide news of interest to members such as society activities, newsletters and general astronomical news and events.


The data is removed from the database by the end of the year in which Membership lapses, or immediately on request of the lapsed member. The data will not be supplied to a third party.


Version 1     7th May 2018

Change control: New assessment