Membership & GDPR

Membership

If you are interested in joining LIPSSEE or would like to know more about the group please contact Denise Reed, LIPSSEE’s founder and co-ordinator, for further details. New members are always welcome and membership is completely free!

Postal address: Mrs D Reed, Assistant Librarian, Ardingly College, College Lane, Ardingly, (Nr Haywards Heath), West Sussex RH17 6SQ

Email address: denise.reed@ardingly.com

 

Data Privacy Notice/ Policy

INTRODUCTION

Although LIPSSEE is only a small, informally run group it is still a membership organisation and therefore we are legally responsible for our members’ personal data. This privacy notice sets out what personal data we collect when you apply to become a member and why and how we use that information. We are committed to ensuring that your data is held securely and that it is managed in ways that are fully compliant with the 2018 General Data Protection Regulations (GDPR). With your consent the information you provide will be used solely for the group’s membership purposes. Your personal details will never be passed to any third party without your knowledge and express consent. As personal data must be accurate and kept up to date members are reminded that they should contact the LIPSSEE co-ordinator immediately should their details change in any way.

WHAT DO WE COLLECT

The data we routinely collect from our members includes:

  • Their name
  • School/ work email address – if not applicable some other contact email
  • Name and full address of  school
  • Role(s) in school e.g. librarian, PA,  G & T co-ordinator, TA, Head of English

We collect this data directly from our members via a membership form when they join the group.  If later they have to update/ change their details a new form must be completed

WHO COLLECTS IT

Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. The appointed person responsible for the safe handling and storage of members’ data is therefore the LIPSSEE co-ordinator, whose responsibility it is to ensure procedures and policies are followed and to report breaches to the Information Commissioners Office (ICO).

WHY WE COLLECT INFORMATION / WHAT IS THE LEGAL BASIS FOR IT

We have identified CONSENT as the most appropriate lawful basis for the processing of our members’ personal data and collect only the minimal information necessary for the purposes of running an effective and efficient membership organisation. With our members specific consent we use their data for a number of purposes, including the administration of their membership; website management, the organisation of events and activities and for the communication of information, which includes the emailing of regular newsletters

HOW IS YOUR DATA STORED – SECURITY AND CONFIDENTIALITY

LIPSSEE is committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have implemented generally accepted standards of technology and operational security in order to protect your personal data from loss, misuse, or unauthorised alteration or destruction. Our data is stored in an electronic format on a computer that has the appropriate security software installed. Only the LIPSSEE co-ordinator has access to the membership database which is password protected and backed up on a regular basis. You will be notified in the event of any breach of your personal data

WHO IS YOUR DATA SHARED WITH

When you join or renew your membership with LIPSSEE you are specifically asked if you would agree to share your email address with the other members of the group. This would enable it to be visible on group emails and enable members to ‘reply to all’ when engaged in group discussions. As school librarians we often feel professionally isolated and as LIPSSEE is first and foremost a support group it is important that it can offer its members the freedom and opportunity to exchange ideas, views and information online in this way. However members do have the choice to opt-out if they wish. The group also maintains an online membership directory, containing members’ names, role, work emails, name and address of school. This is managed by the coordinator and is only accessible to members on request. LIPSSEE will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation without the coordinator first securing your express consent to do so. It is expected that our members do the same. 

YOUR RIGHTS

You have rights as an individual which you can exercise in relation to the information LIPSSEE holds about you. These include the right:

  • to access your personal data
  • to be provided with information about how your personal data is processed
  • to have your personal data corrected
  • to have your personal data deleted from the system
  • to restrict or object to certain kinds of processing of your personal data
  • to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office (ICO) about the processing of your personal data.

We will hold your personal data on file for only as long as you are a member with us. Your data will be kept secure and will only be used for the purposes for which it was collected. When you leave the group any personal data we hold about you will be deleted.
If you have any questions regarding this policy, or you wish to update your details or remove your personal data from our records, please inform the LIPSSEE coordinator using the contact information on this website.

This policy may be updated or changed from time to time but you will be notified accordingly.

This policy is effective from 30/4/2018

 

(Last updated by Denise Reed on 30 April, 2018)
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