GMDF Privacy Policy February 2018

GMDF fully respects your privacy and has always behaved responsibly with any personal information it holds. GMDF takes every reasonable precaution to prevent loss, misuse, unauthorised access, unpermitted disclosure, alteration or destruction of your information. This has always been the case and will obviously continue to be the case.

In order to comply with the GDPR regulation which come into force in May 2018 GMDF has expanded its privacy policy which is now listed below.

What information do we collect about you?
Essentially very little.
In terms of a member society we collect information as per our data update form ie:
• Name and website address of the Society.
• Name, postal address, email address and telephone number of the Secretary of the Society.
• Name and email address of the Treasurer of the Society if the Society wish the annual subscription invoice to be sent directly to the Treasurer
• Name and email address of the Chair of the Society
• Name and email address of any appointed Delegate of the Society
• Twitter account handle
• Facebook account handle
As far as Cues! (the GMDF newsletter) is concerned the only information held is your name, your email address and if when signing up you completed the form whether you are simply a member of the public, a member of a GMDF member Society and if you are an officer of that Society.

Why do we collect this information?
We collect this information for contact and membership verification purposes ie unless otherwise stated on the data update form we will send the annual subscription invoice to the Secretary.
We retain the postal address of the Secretary of the Society as a method of contact should electronic / telephonic attempts to contact the Society fail.
We collect your name and email address for Cues! in order that we may send you an email as and when necessary.

What other information do you collect about me?
Quite simply, we do not collect any other information about you eg: any medical information, biometric information, employment information, age, race etc. That said there is a minor exception to that statement and it refers mainly to the One Act Play Festival youth section. In order to comply with the relevant age entry sections we do ask for the actor’s date of birth and we also ask in case of emergency, to be advised of any current medical condition the actor may have that the responsible accompanying adult feels we should know about eg epilepsy, diabetes etc. This information is held in the strictest confidence by the One Act Festival team and is required for the entry into the Festival only, thereafter it is destroyed. We do not seek and therefore do not hold any other information about minors who are part of a performance in the One Act Play Festival.

With whom might we share any personal information?
To put it simply, we do not share your information. No information is shared with any other individual or third-party organisation other than anything that is already in the public domain eg a website address. We do not “sell” our database to any third party organisation

What do we do with this information?
We store it safely on an Excel spreadsheet which is kept on GMDF’ Secretary’s computer and separate encrypted and password protected USB stick for extra safety and security in case of loss of computer data. The computer is for the sole use of GMDF Secretary and is password protected. The Excel file is encrypted.
In the case of Cues! the names and email addresses are stored in Mailchimp’s (www.mailchimp.com) database and it is used solely for the purpose of sending out ad hoc newsletters. The current GMDF Board Members that access this database in order to send a Cues! are principally the Secretary and occasionally the Chair and Vice-Chair.

How long do we store this information?
In the case of Cues! we hold it until we are advised of either a change of details or you unsubscribe. Any previous data is automatically overwritten / deleted from the database.
In the case of Society details, we hold the information until we are advised of any changes or the Society wishes to leave GMDF in which case any previous data is automatically overwritten / deleted from the database.

Do you collect my IP address when I visit your website?                                                                                                                                      
No. We do not use cookies or any other tracking technology so when you browse the GMDF website your IP address / browser ID  is not captured and we do not track which web pages you visit.

What sort of security is employed in the case of theft?
As previously stated the excel spreadsheet in which information is stored is encrypted and password protected. The external USB storage on which a security backup is held is also encrypted and password protected.

Would I be informed if my data was stolen?
Yes you would. Any such theft would also be reported to the relevant authorities. As above, any such personal information that GMDF holds is held in encrypted, password controlled files.

How may I access the information you hold about me / member society?
You are fully entitled to ask at any time for details of any information GMDF may hold about you as an individual or if you are an officer of a member Society, details of the information we hold about the Society. You can do this by emailing jude@gmdf.org  GMDF Subject Access Request Policy is here.

Does Cues! signup use a double opt-in?
Yes it does.

If I forward Cues! to a friend is my friend’s data collected?
If you forward an email to a friend, we do not store your email address or your friend’s email address, and no one is added to GMDF’ Distribution List as a result of forwarding an email to a friend. GMDF does not have access to the email addresses used to share or receive that forwarded content.

How do I unsubscribe from the Cues! newsletter?
Easy – you simply click on the “unsubscribe” link which is at the foot of every Cues! (we are obliged to display this link). Your information will automatically be deleted and you will not be able to re-subscribe using the same email address. This is for your protection, if you hit the link by mistake and wish to re-subscribe you will need to use an alternative email address.

What about the information you hold when we enter up production dates?
We do not retain any information given including the password and you have the option to change your password at any time. If you need to change your password then it is secure because it is automatically generated by the software, GMDF does not have access to it. The email used in this instance is not used for any other purpose for example we do not automatically add it to the Cues! subscriber list, we would not be able to do that as we would not have had your consent to do so.

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