Privacy Policy
Cwmtawe Photographic Club
Effective Date: August 2022
Last Updated: May 2026
At Cwmtawe Photographic Club (“we”, “our”, “us”), we are committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect your personal data when you use our website www.cwmtawephotographicclub.co.uk or interact with us as a member, visitor, or competition entrant.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are
Cwmtawe Photographic Club
Email: info@cwmtawephotographicclub.com
For data protection purposes, Cwmtawe Photographic Club is the data controller for the personal information we collect.
2. What Information We Collect
We may collect and process the following personal data:
Information you provide directly
- Name
- Email address
- Postal address (if provided)
- Telephone number
- Membership details
- Competition entries and submitted photographs
- Messages sent via contact forms
- Payment information (if applicable; usually processed securely by third-party providers)
Information collected automatically
When you visit our website, we may collect:
- IP address
- Browser type and version
- Device information
- Pages visited
- Date and time of visits
- Cookies and usage data
3. How We Use Your Information
We use your personal data to:
- Manage club membership
- Communicate about meetings, events, competitions and activities
- Process competition entries
- Publish competition results and member achievements
- Respond to enquiries
- Administer and improve the website
- Maintain website security
- Meet legal or regulatory obligations
4. Lawful Basis for Processing
Under UK GDPR, we process personal data under one or more of the following lawful bases:
- Consent – where you have given clear consent
- Contract – to fulfil membership arrangements
- Legitimate interests – to run and promote the club effectively
- Legal obligation – where required by law
5. Photographs and Copyright
Members may submit photographs for competitions, exhibitions, galleries or promotional purposes.
By submitting images, you confirm that:
- You own the copyright or have permission to submit the image
- You grant Cwmtawe Photographic Club permission to display submitted images on our website, newsletters, social media and club promotional materials unless otherwise agreed
Photographers retain full copyright of their images unless explicitly stated otherwise.
6. Sharing Your Information
We do not sell or rent personal data.
We may share data only where necessary with trusted service providers such as:
- Website hosting providers
- Email communication platforms
- Competition judging platforms (if used)
- Payment processors
These providers are required to protect your data.
We may also disclose information if legally required.
7. Data Retention
We retain personal data only as long as necessary for club administration and legal obligations.
Typically:
- Membership records: for the duration of membership plus 2 years
- Competition records: Retained for historical club records
- Website enquiries: 12 months
- Financial records: as required by UK law
8. Your Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Correct inaccurate data
- Request deletion of your data
- Restrict processing
- Object to processing
- Data portability (where applicable)
- Withdraw consent at any time
To exercise these rights, contact:
info@cwmtawephotographicclub.com
You also have the right to complain to the UK supervisory authority:
Information Commissioner’s Office (ICO)
9. Cookies
Our website may use cookies to improve user experience and monitor website performance.
You can control cookies through your browser settings.
10. Website Security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure.
However, no internet transmission is completely secure.
11. Third-Party Links
Our website may include links to external websites. We are not responsible for their privacy practices.
Please review their privacy policies separately.
12. Changes to This Policy
We may update this Privacy Policy from time to time.
Changes will be posted on this page with an updated revision date.
13. Contact Us
If you have any questions about this Privacy Policy or your personal data, contact:
Cwmtawe Photographic Club
Email: info@cwmtawephotographicclub.com
Website: www.cwmtawephotographicclub.co.uk