Keith & Dufftown Railway Association
This policy is to let you know how we will look after your personal information and tells you your privacy rights and how the law protects you. The new UK General Data Protection Regulation came into effect on 25 May 2018.
Your information will be held by the Keith & Dufftown Railway Association (KDRA). If you have any questions about how we use your personal data you can contact any member of the Board or the Membership Secretary by e-mail, letter or in person.
Your privacy is protected by law. This section explains how that works.
Data Protection law says that we are allowed to use personal information only if we have a
proper reason to do so. This may include sharing it outside KDRA. The law says we must have one or more of these reasons:
- To fulfil a contract, we have with you.
- When it is our legal duty.
- When it is in our legitimate interest.
- When it is in your vital interest.
- When we have your consent.
Legitimate interest is when we use your information in a way that you would expect in the administration of the KDRA. However, its use must not unfairly go against what is right and best for you. If we rely on legitimate interest, we will let you know.
What the KDRA use your personal information for:
- To manage our relationship with you, this is one of our legitimate interests and is the means of keeping our records up to date.
- To deliver our service and to manage subscriptions, we use your consent but it is also our legitimate interest to enable us to receive subscription monies and to send out newsletters
- To run our Society in an efficient and proper way. This includes managing our financial position, planning, and governance. This is part of our legitimate interest and also our legal duty. It enables us to comply with regulations that apply to us and be efficient about how we fulfil our legal duties.
The type of information we gather and use is as follows;
- Where you live and how to contact you.
- Details of payments received from you or made to you by the KDRA.
- Details about any services we may provide to you, or you provide for us.
- Information we may learn from letters, e-mails or conversation between us.
- Any permissions or consents you may give us.
- Medical information for those members who carry out safety critical tasks on the railway. Safety critical task include train crew, workshop volunteers and those personnel who work on or close to the line.
- Name, address and telephone number of your next of kin. Only for those members who carry out safety critical tasks, train crews, workshop volunteers and those working on or close to the line.
We collect personal information about you in various ways as follows:
- When you join the KDRA.
- When you talk to us on the phone.
- In e-mails and letters.
- At committee or volunteer meetings.
We do not normally obtain or share your date with 3rd parties. However, medical information is passed to the KDRA doctor for safe, confidential storage
We are required by law to have your positive opt –in, hence the need to sign and return the membership application form when you join the Association and on each renewal of membership. If you choose not to give up personal information, we may need to collect the information by, or under the terms of a contract we have with you. If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean we cannot perform any services required and could mean we cancel or refuse your membership of KDRA.
We will keep and maintain your personal information securely for as long as you are a member and for 6 months after you leave the KDRA. After you stop being a member we may keep your data for up to 7 years if there is a legal requirement for us to do so.
You may request a copy of the personal information we hold on you by writing or e-mailing your request to the KDRA:
Keith & Dufftown Railway Association,
Moray, AB55 4BA.
You have the right to question any information we hold about you that you think is wrong or incomplete. Please contact us if you wish to do this. If you do, we will take all reasonable steps to check the information’s accuracy and correct it.
If you want us to stop using your personal information you have the right to object to our use of that information, or ask us to delete, remove or stop using your personal information if there is no need for us to keep it. This is known as the “right to object” and the “right to erasure, or the “right to be forgotten”.
There may be legal reasons or other official reasons why we need to keep or use your data, but please let us know if you think we should not be using it.
We may sometimes be able to restrict the use of your data. This means it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.
You can ask us to restrict the use of your personal information if it isn’t accurate or if it has been used unlawfully but you don’t want us to delete it. If it is not relevant any more but you want us to keep it for use in legal claims. If you have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to continue using it.
If you want to object to how we use your data or ask us to delete or restrict how we use it, please contact us at the addresses shown above.
You can withdraw your consent at any time. Please contact us if you wish to do so.
How to complain:
- Please let us know if you are unhappy with how we have used your personal information.
- You also have the right to complain to the Information Commissioners Office. Visit their website to find out how to report a concern.
You have the right to get your personal information from us in a format that can be easily re-used. You can ask us to pass on your personal information in this format to other organisations.
This page last updated: 30/05/22