The Budgerigar Society Privacy Policy

The Budgerigar Society – Privacy Notice for Members

This document sets out the basis on which The Budgerigar Society collects and uses information about you in connection with your membership of the Society.

We are publishing this copy of the privacy notice because you have either applied for membership of The Budgerigar Society or you are renewing your subscription.

The Budgerigar Society is responsible for deciding how we hold and use personal information about you. This document explains how and why your personal data will be used, namely for the purposes of providing you with the benefits of membership of the Budgerigar Society.

The Budgerigar Society will look after the personal information you share with us

We will comply with data protection law and principles, which means that your data will be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept securely.

What information do we hold about you?

The Society will collect, store, and use the following personal information about you:

• Your name, title, address, telephone number, personal email address and date of birth.
• Your payment information, including credit/debit card details.
• We may also collect, store and use the following “special categories” of more sensitive personal information:
• Information about your health, including any medical condition or disability.
• Information about criminal convictions and offences against birds or animals.

How will we collect your personal information?

We only collect personal information about you from you. The information is collected from the following sources:

• The Membership Application Form.
• The New Member Ring Order Form.
• The Renewal of Subscription and Ring Order form (for existing members).
• Show entry forms.
• The information provided by Members who wish to offer birds for sale as pets through the Society website.

How will we use information about you?

The Budgerigar Society is a Membership organisation. We process your personal data to fulfil your request to become a Member of the Society, or to renew your membership. As a member, you enter into a contract with the Society and we process your personal data in order to perform our part of the contract. We will use the personal information we collect about you as follows.

• To enroll you as a member of The Budgerigar Society.
• As a member of The Budgerigar Society your personal information will be used to send you the membership and Society information to which members are entitled (as detailed from time to time on the Membership Application Form and including, for example, our magazine, the Budgerigar).
• To allow you to benefit from access to the worldwide network of Members of the Budgerigar Society. You are entitled, as a Member of The Budgerigar Society, to have your contact details printed in the Society’s Membership List. The Membership List is updated periodically. A copy is sent to all members of the Society, some of whom live outside Europe.
• The names of Members who have won awards at shows organised by the Society, may with the consentof the member, be published in “The Budgerigar”, on the Society website, “Cage & Aviary Birds” publication, local press and other publications.
• If a Member wishes to sell birds though the Society website, the details which they provide to the Society for publication for that purpose will be shared on the website in accordance with the website privacy policy.
• Where a Member also serves as a Judge their name, address, contact number and email address (if provided) are published in The Official Rules & Membership List of the Society and displayed on the Society’s website.

We will use your particularly sensitive personal information in the following ways:

• We will use information about your disability status to consider whether you are eligible for the discounted subscription rate referred to in Rule 7(d) of the Society’s General Rules.

Information about criminal offences

We ask in the Membership Application Form whether you have ever been convicted of any offences against birds or animals, whether you have ever been convicted of theft of birds or animals and whether you have ever been refused membership of a livestock or bird society or had such a membership rescinded.

We collect this information about your criminal convictions history because the General Rules of our Society prevent Membership being extended to any individual who has been convicted of neglect of, cruelty to, causing suffering to or theft of birds or animals.

You do not have to disclose this information to us as a matter of law; we ask for your voluntary disclosure.

Why we might share your personal information with third parties

We might share your information with third parties to ensure the efficient administration of The Society, where we have a legitimate interest in doing so or where Members have asked us to do so. The following activities are carried out by third party suppliers:

• The printing of our magazine, “The Budgerigar” and our show catalogues;
• The making of rings to fulfill Members’ orders; and
• The supply of seed to fulfill Members’ orders.

The names of Members winning awards at Shows may be published by the newspaper “Cage and Aviary Birds”, local press and other publications with Members’ consent.

Payroll and pension administration activities are carried out by third party service providers.

We will take appropriate security measures to protect your personal information in our communications with these third parties. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. We do not allow our third-party service providers to use your personal data for their own purposes. We only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data Security

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a legitimate need to use it, or who are using it in your vital interests.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long will we keep your information?

The information we keep about Members will be kept for the duration of the individual’s Membership of the Society, updated where necessary when the Membership is renewed. Members’ details published in the Membership List will be removed from the edition next published after the membership has terminated.

Employment information is retained for 7 years after the end of the employment relationship.

Members’ payment information is only stored until the order has been placed on their behalf.

Your rights in connection with personal information

Under certain circumstances, by law you have the right to:

• Request access to your personal information. This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
• Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact The Society Administrator in writing.

Consent and your right to withdraw consent

Your personal details may be published in the publication “Cage & Aviary Birds” with your consent. Consent will be given in respect of the relevant issue of the newspaper.

If you have any questions…

If you have any questions about this privacy notice or how we handle your personal information, please contact The Society Administrator. A copy of “The Budgerigar Society Privacy Policy” is available on the Society website www.budgerigarsociety.com or from the Society Administrator.

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO) but we hope you will speak to us first if any issues arise.