Data Protection Policy

Doncaster Camera Club is affiliated to the Photographic Alliance of Great Britain (PAGB) and The Yorkshire Photographic Union (YPU)

Doncaster Camera Club complies with the Data Protection Act 2018, which incorporates the European Union General Data Protection Regulations (GDPR). Under the Act, the Club is a data controller exempt from notifications.

The personal information referred to in this Policy may include name, distinctions, contact details, ie. address, telephone numbers, email, affiliations, subscriptions, records of entries to events, and such other information as may be necessary for the effective management of the legitimate interests of Doncaster Camera Club. On becoming a member of Doncaster Camera Club, you are giving consent for your data to be used for the legitimate interests of the club.

Personal information is used only for the administration of Doncaster Camera Club and access is restricted to Council members and to others approved by the Council for specific purposes, who need it to perform their designated function within the club.

Personal data will not be disclosed to third parties except where required or authorised by law or with the prior agreement of the member.

Any person wishing to verify the information held by Doncaster Camera Club, or who can correct or update that information, may apply in writing to the Secretary.

Doncaster Camera Club collects and uses personal information for several purposes:

1. To uniquely identify individual members, when entering competitions.
2. To be able to contact members as and when required.
3. To identify which section the member will be allocated, ie. Beginner or Advanced.
4. To facilitate dissemination of club news and events information.
5. All data will be stored on a password protected stand alone computer.
6. The contact details of Doncaster Camera Club’s officials allocated to provide particular services may be published generally.
7. This data policy will be reviewed annually.

Doncaster Camera Club Events

1. Photographers, as the creators of images, enter Doncaster Camera Club events directly.
2. This information is held and managed subject to the General Conditions for Doncaster Camera Club Competition Events.
3. Entry conditions of inter-club events will ensure that any third-party entrant confirms explicit consent for the organiser to hold personal data about the photographers entered to the event.

General Business

1. Doncaster Camera Club may hold personal information for anyone contacting Doncaster Camera Club, or whom Doncaster Camera Club contacts for the purpose of conducting its general business.
2. This information is used to satisfy a requested service or a contractual requirement.

Data Retention

1. General business records will normally be held for a minimum of two years, and will be destroyed one year after the member is deemed to have left the club.
2. Doncaster Camera Club may retain historical archives indefinitely, for example but not limited to, records of meetings, handbooks, catalogues, awards and other event results.
3. Members data will not be given or sold to any other organisation.

Reviewed 05/10/2020

Child Protection Policy

'Vulnerable Individuals' is a term covering Children & Young People under 18, and Adults with Learning Difficulties. The concern of this policy is to afford protection from sexual, emotional and physical abuse, exploitation and other actions and activities that may be considered harmful. The Sexual Offences Act 2003 states that the age of consent for sex is 16 years. But it is also illegal, regarding 16-17 years old persons, to take, show or distribute indecent photographs, pay for or arrange sexual services, or to be engaged in sexual activity with anyone in a position of trust (eg teacher, care worker).

There is no requirement for a Camera Club that any member should be subject to a Disclosure and Barring (previously CRB) check even if vulnerable individuals are admitted to its meetings. But, given the nature of the Club's main activity ie Photography, it is advisable that certain guidelines should be in place.

• It is accepted that the club does not include the taking or viewing of indecent image at its meetings or outings.. However, given the blurred distinction between indecent and artistic nude photography, it is the Club's policy to encourage Junior Membership up to 18 years of age, but subject to the following restrictions:

• That the minimum attendance age shall be 14 years, and that minors aged 14 and 15 years shall be accompanied by their parent or legal guardian, or a responsible adult appointed in writing (to be shown) by them.

• Given that indecent images must not be shown to under-18s, the Club officials will advise minors and their parents/guardians if a certain planned meeting will not be suitable for them to attend.

• At portrait sessions, the photographing of vulnerable individuals will not be allowed without the permission of their attendant responsible adult.

• The Club will offer membership to vulnerable individuals and will provide this Policy Statement to be approved  by their parent or legal guardian. This will be accompanied by an Approval List to be checked and signed by that responsible adult. It will contain the following:-                       

• To nominate a responsible adult to accompany the vulnerable adult when unable to attend oneself.

• Agreement to pay the relevant subscription.

• Agreement to take responsibility before arrival and after departure as well as for the duration of the meeting.

•  Provision for any action the Club officials should implement in the event that the vulnerable adult arrives unaccompanied.

• Any other provisions the Club may consider appropriate giving special consideration to any unique or special activities the Club   conducts that have not been considered in this document.

• Club members will be made aware of the provisions of this Policy and be reminded of their responsibilities, particularly in respect to the use of unacceptable language. This should also be pointed out to visiting speakers and judges.

• The Club will ensure safeguards be put in place in the event of unsupervised access to the internet at its meetings.

• Whilst it is not unlawful for the Club to display photographs including those of vulnerable individuals in printed matter or on the internet, the Club will gain permission from the parent or legal guardian before publication.

• Whilst abuse is highly unlikely to occur within the setting of a Camera Club, this Club recognizes its obligation to protect vulnerable individuals (and its own reputation) by being observant of situations in which abuse could be a possibility, such as in the toilet facilities.

• Vulnerable adults will not be allowed to operate, assemble or dissemble electrical equipment or enter the kitchen. This will be understood in the light of the Club's Health & Safety Policy.

• If a Parent or Responsible Adult attends with their vulnerable individual, but has no personal interest in photography or the Club activities, the Club will consider a reduced or 'nil' attendance charge. 

The Club is insured for Public Liability. It should be understood that the PAGB Public Liability Scheme covers negligent acts, but specifically rules out "abuse of minors" which would unquestionably be considered to be wilful. However, a parent whose child was alleged to have been abused might sue the perpetrator and the Club. And if the aggrieved party could establish that the Club had been negligent in allowing a member to have access to a child, a case could be made against the Club, and the Committee might have to face the bill if adequate cover were not in place!

It should also be borne in mind that "abuse" is not limited to physical acts. Displaying unsuitable material - not just of nude bodies but eg pictures of war, persecution or torture, and even swearing in the presence of vulnerable adults can fall into the category of Abuse. Club members, especially its officials, need to be watchful if anyone shows an abnormal interest in younger persons present.   

Revised 23rd May 2018

Health & Safety Policy

Doncaster Camera Club , in common with similar clubs, does not come under the scope of Health and Safety legislation, and is thus not required to have a policy and procedures in place. However - and regardless of whether the administrators of its meeting premises may require its hirers to have such a policy - it has agreed this policy in the interests of good practice and to minimise any risks identified. This is available for the scrutiny of its members.

This Club's policy entails the following:

• Members and guests will be requested to sign an attendance sheet on entry to the premises, so that a roll-call can be undertaken in the event of an evacuation. Attendees will be made aware of the emergency exits and of the assembly point in the event of an evacuation viz. the Car Park, especially when new guests are present.

• Club officials shall be made aware of the location of fire extinguishers and fire-blanket, and shall be conversant with the operation of such equipment. Training will be given at the first meeting of a new season or as otherwise decided by the officials.

• Club Officials must be aware of the location of any first-aid equipment within the premises, and also be aware of the full address and post-code when telephoning the emergency services. Currently this is Doncaster Knights Rugby Club, Armthorpe Road, Doncaster, South Yorkshire, DN2 5QB

• It is advisable that anyone possessing up-to-date first-aid skills be identified.

• Members should be made aware of any specific restrictions or requirements placed on the Club and its members by the administrators of the premises where the Club meets. None available currently

• There is no legal requirement  that the Club's electrical equipment be subject to Portable Appliance Testing (PAT). Should the building's administration insist on this (not currently the case), it will only apply to earthed electrical equipment. It is not possible to carry out a meaningful test on non-earthed (double-insulated) equipment. All relevant details can be found on the HSE website http://www.hse.gov.uk/electricity/faq-portable-appliance-testing.htm which exposes a number of myths around PAT.

• Where visiting speakers wish to use their own equipment, the Club officials will use their discretion as to whether to consult the building's administrators that they allow such equipment to be brought in and used provided that it is supplied via a Residual Current Device (RCD). (For details see http://www.electricalsafetyfirst.org.uk/guides-and-advice/electrical-items/rcds-explained. The Club has provided a RCD for its own equipment, and this would also negate the need for PAT. The RCD should be tested at the start of the meeting using the test button, and the electrical equipment of both Club and visiting speaker should be visually checked at the same time.

• All trailing cables and other tripping hazards will be fixed to the floor using appropriate rubber covers before most people arrive. This also protects equipment from being dragged from tables and damaged.

The Club is covered for Public Liability Insurance, since relying on the premises owner's cover may only be limited to injury or damage caused by the building itself (eg a falling roof tile).
 
Club officials should periodically do a visual check inside & outside the premises for potential safety issues, paying particular attention to the handling of boiling water for providing refreshments.

As a common courtesy, the Club should ensure wheelchair users have full access to the meeting rooms.

Revised 23rd May 2018