Data Protection Policy v1.0
As governed by the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679).

Data Protection Policy
Data handling within Kilkenny Photographic Society (hereon “the Society”) is governed by the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679). Under this policy the Society is regarded as a “data controller” due to the collection storage and use of personal information relating to both members and non-members involved in Society activities. Relevant information may include but is not limited to names addresses telephone numbers email addresses similar information relating to guests at Society events the titles content and associated meta-data of uploaded media files bank account information photographs taken at Society events and IP addresses used for all forms of upload via the Society website. This personal information is hereon referred to as “the Data”.

Purpose:
The Data collected is used exclusively for the administration and operation of the Society including all aspects of membership internal external and inter-club competitions publicity and event organisation.This also includes operation of the Society website and any supporting systems. The Society does not use the Data for the purposes of marketing and does not sell the Data as a commodity.

Consent:
The GDPR requires the KPS to protect certain rights of the individual relating to the use of their personal data this includes gaining consent to collect retain and process data and making provision for the subsequent removal of consent if desired. Joining the Society or taking part in its activities is voluntary and by choosing to become a member or otherwise to continue or renew membership or to participate in Society activities and events you consent to the appropriate use of the Data for the purposes of operating the Society and to the retention of this data for periods as described within this document. Individuals are free to withdraw all consent however for members this will result in immediate termination of membership and no refund of annual membership fees will take place. It should also be noted that after removal of consent it may be necessary to continue to retain some or all of the Data for the valid purposes of operating the Society. Most Society activities that require data collection are also voluntary for example the entering of competitions and if you choose to do so you similarly consent to the use and retention of the data withdrawal of consent or other restriction on processing would result in exclusion from the activity in question. The Society may seek separate consent where appropriate e.g. where transfer of the Data to another data controller is necessary and whether to display uploaded images on the Society website and Social Media platforms.

Transfer:
The data collected is primarily used by the Society Committee however limited data may be transferred to an external “data processor” (e.g. an external judge for pre-assessment of images, or to a different data controller (e.g. the organisers of an external competition, or to 3rd party operators of systems used to aid in the operation of the Society; this includes population of a member-contact list on MailChimp systems). For additional transfers to other data controllers, additional consent will be obtained (this will usually be within the electronic form or circumstance that the data collection occurs).

Retention:
The Data will be stored for the purpose of operating the Society; this will include maintaining the history and media archive of the Society. The Data will be kept as follows:

1. Data relating to membership, potential members and parties who contact the society:
   One full Society operating year beyond the point that the membership does not commence, lapses or is otherwise terminated.
2. Transferred media content, titles, author details, media meta-data:
   Indefinitely for historical and publicity purposes including but not limited to inscriptions on trophies, event results, awards, yearbooks and programme entries, website/social media platforms where approval is given, press reports and the historic image archive.
3. Financial information e.g. bank account identifiers:
   This will kept for the duration as required by law.
4. Judge and speaker feedback:
   No more than 3 years.

Data Amendment:
Requests for data amendment should be sent to the appropriate Committee representative as defined within the website Members Area Committee Contact Details or to the Society Secretary.

Erasure:
The Data will be kept in accordance with the retention policies defined within this document and requests for Erasure will treated on a case-by-case basis. However it should be noted that current members are not able to request erasure of membership data without termination of the membership. It should also be noted that items of the Data may be retained indefinitely irrespective of request for Erasure e.g. trophy inscriptions and any item that is required for the operation of the Society historic records or any item that is unreasonable or impractical to remove.

Special Considerations:

Transfer of media files: Image and A/V sequence files may contain meta-data including personal information this may include the author name and associated details plus information such as camera serial number and the GPS coordinates of the location where the photograph was taken. Additionally the media files themselves may contain the likeness of living individuals. In transferring media files to the Society via the website email or other means you consent to the storage and publication (where granted) of this information along with the image content and you agree to remove any personal information prior to transfer if it is desired that this should not be stored with the files or made onwardly available. Furthermore you agree to obtain any required consent from photographic subjects prior to transfer to the Society particularly if images may be displayed on the Society website Social Media used in external competitions or reproduced in the press. The submitter must make the Society Committee aware immediately if their use of an image is at any time contested. You agree that all consent and permissions granted by you during the submission process apply to the media file its graphical contents and associated metadata. Judges speakers suppliers and members (reclaiming expenses incurred on behalf of the Club) who wish to be paid electronically will need to provide bank account details to the treasurer to enable arrangements to be made with the Bank. For certain competitions and events other clubs and societies may transfer media files to the Society via the website email or other means. In cases where you are a representative of the 3rd party and you are transferring files on behalf of other members of your organisation you further agree that you have obtained all necessary consents from the authors of the works being submitted.

Contacts and Communications:
Except where otherwise specified all communications with respect to the collection storage and use of the Data should be directed to the Society Secretary via email: secretary@kilkennyphoto.net .In participating as a member you agree to receive ad hoc communications via email where these are required for the operation of the Society. In choosing to receive the Society Newsletter and mailings you consent to basic data being stored on 3rd party servers for the valid purposes of operating this facility and to receive regular and ad hoc communications from the Society. You are free to unsubscribe from this service at any time using the links provided in the mails.

Our website address is: https://www.kilkennyphoto.net

ver: 1.0

This policy covers Health and Safety procedures for the Kilkenny Photographic Society meetings at the Pembroke Hotel Business Centre, 11 Patrick Street, Kilkenny, R95 VNP4. It should be brought to the attention of Members through announcement at the meeting and on the website and referenced from the job descriptions of Committee Members where appropriate.

Health and Safety Procedures:

1: At the beginning of each meeting the Chairperson or the Committee Member chairing the meeting should make members aware of the location of the emergency exits and request that members assemble at the assembly point as specified by the management of the Pembroke Hotel. In the event of an alarm they should take the KPS Attendance Register and check that all members guests and speakers present have left the meeting room.

2: Details of the location of the premises are to be found on the Society program and on the KPS Attendance Register to aid Committee Members in calling the emergency services if required.

Pembroke Hotel, Business Centre, 11 Patrick Street , Kilkenny, R95 VNP4. (056) 778 3500.

3: Fire extinguishers are available by the emergency exits and Committee Members should familiarise themselves with their location and operation. First aid equipment is available at the main reception of the Pembroke Hotel.

4: Break glass units (coloured red) are located at each emergency exit door. On the discovery of a fire these units are to be activated on leaving the building.

5: Emergency exits should not be blocked by chairs or camera equipment.

6: Portable Appliance Testing (PAT) is not required but electrical equipment belonging to the KPS or of a visiting speaker should be visually inspected before use and supplied via a Residual Current Device (RCD). The RCD should be tested each time it is used by pressing the Test button. Equipment belonging to the KPS is checked and electrically tested as required.

7: Committee Members should seek help if moving heavy items of Society equipment.

8: Cables and other trip hazards should be protected with mats or tape before the members arrive to the meeting.

9: All members guests and speakers must sign the KPS Attendance Register at each meeting.

10: Society membership shall be open to any person 18 years of age or over who pays a membership fee and agrees to abide by the constitution and the rules of the Society.

Kilkenny Photography Society and it’s members are governed by national legislation in relation to photographing nature and wildlife in particular in all it’s forms

Follow the links above or here to view this legislation and apply for a license where appropriate