Doncaster Camera Club: Privacy, Safeguarding, and Safety Policies

Affiliations

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

Data Protection Policy

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 classified as a data controller, exempt from notification requirements.

Personal Information Collected May Include:

  • Name and distinctions
  • Contact details (address, telephone number, email)
  • Affiliations and subscriptions
  • Records of entries to events
  • Other necessary information for the legitimate interests of the Club

By becoming a member, you consent to your data being used for these legitimate interests.

Data Usage and Access:

  • Personal information is used solely for administrative purposes.
  • Access is limited to Council members and designated individuals approved by the Council.
  • No data will be shared with third parties unless required by law or with the member’s consent.

Members have the right to:

  • Verify the information held
  • Request corrections or updates

Requests must be made in writing to the Secretary.

Purposes for Data Collection

To uniquely identify members for competitions

  1. To contact members as needed
  2. To determine membership classification (e.g., Beginner or Advanced)
  3. To distribute news and event updates
  4. To store data securely on a password-protected, stand-alone computer
  5. To publish official contact details of Club officers, as necessary
  6. To review the data policy annually

Doncaster Camera Club Events

  1. Photographers enter events directly as image creators.
  2. Information is held in accordance with the General Conditions for Doncaster Camera Club Competition Events.
  3. Third-party event entries must be accompanied by consent to hold relevant data.

General Business Data

  1. Personal information may be held for anyone who contacts the Club or is contacted for general business.
  2. Information is used to fulfill service or contractual requirements.

Data Retention

  1. General business records are retained for at least two years and destroyed one year after membership ends.
  2. Historical archives (e.g., meeting minutes, awards) may be retained indefinitely.
  3. Member data will not be sold or shared with other organizations.

Last reviewed: 5 October 2020

Child Protection Policy

Definition:

‘Vulnerable Individuals’ includes children and young people under 18 and adults with learning difficulties. This policy protects them from abuse, exploitation, or harm.

Legal Framework:

The Sexual Offences Act 2003 outlines the legal boundaries for sexual conduct and responsibilities, particularly with persons under 18 and those in positions of trust.

Policy Guidelines:

  • The Club does not include indecent imagery in meetings or outings. Artistic nude photography is handled with caution.
  • Junior membership is encouraged (ages 14–17) with the following restrictions:
  • Minimum attendance age: 14
  • Ages 14–15 must be accompanied by a parent, guardian, or a designated responsible adult (written proof required).
  • Advance notice will be given if a meeting includes content unsuitable for under-18s.
  • Permission is required before photographing vulnerable individuals.
  • A policy approval form and guardian-signed agreement must be completed.

The guardian must agree to:

  • Nominate a responsible adult if unable to attend
  • Pay subscriptions
  • Accept full responsibility before, during, and after meetings
  • Specify what action the Club should take if a vulnerable person arrives alone
  • Acknowledge any unique provisions needed for specific activities

Additional Measures:

  • Club members and visitors must be informed of this policy and avoid inappropriate language.
  • Safeguards will be in place for unsupervised internet access.
  • No images of vulnerable individuals will be published without parental or guardian consent.
  • Club officials will be alert to potential abuse, including inappropriate interest in minors or use of offensive content.
  • Vulnerable individuals are not allowed to operate electrical equipment or enter the kitchen area, per Health & Safety Policy.
  • If an accompanying adult has no interest in club activities, a reduced or waived attendance fee may be considered.

Insurance:

The Club holds Public Liability Insurance. Note: the PAGB scheme excludes “abuse of minors.” The Club may be liable if found negligent in safeguarding responsibilities.

Last revised: 23 May 2018

Health & Safety Policy

Though not legally required, Doncaster Camera Club has adopted this policy for best practice and member safety.

Key Points:

  • An attendance register will be maintained for evacuation purposes. Emergency exits and assembly points will be highlighted.
  • Club officials will be trained in the use of fire safety equipment.
  • First-aid equipment must be known and accessible. The full address of the meeting venue (currently Doncaster Knights Rugby Club, Armthorpe Road, Doncaster, DN2 5QB) will be provided for emergency services.
  • Members with up-to-date first-aid knowledge will be identified.
  • Any specific safety requirements from the premises’ administrators will be communicated to members (none currently in place).
  • PAT testing is not legally required but may be considered for earthed equipment if demanded by the venue. The Club uses RCDs to ensure electrical safety.
  • Trailing cables will be secured to prevent tripping hazards.
  • Officials will conduct routine visual checks for potential risks, especially around refreshments.
  • Wheelchair access will be ensured as a courtesy.

Public Liability:

The Club is covered independently to ensure full protection beyond that of the premises.

Last revised: 23 May 2018

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