Data Protection Policy GDPR May 2018

Updated 14June 2018 – Opt In form added.

Membership records

Reading Civic Society currently holds its membership records offline, i.e. not on the internet. This is held by the Membership Secretary.

The information we may hold about our members is listed below. Not every item listed will be held for each member.

  • Name* and street address*
  • Telephone number*
  • Email address (if provided)*
  • Whether or not to email communications, whether or not to post them.
  • The category of membership
  • The subscription due in the current year
  • The method of payment*, and the date of the last payment
  • The name of the Gift Aid donor, and date of the declaration
  • The actual amount paid in the current and previous years
  • Notes

Items marked with an asterisk are transferred to the email system described in the privacy statement.

As the Data Controller, Reading Civic Society may store and use your data to administer your membership, for the processing of financial transactions and maintaining accounts and to produce summary information for statistical, regulatory and audit purposes. We may use your data to inform you about events and activities being run by ourselves and occasionally by other organisations. You will only receive emails if you have specifically opted to do so. (See the privacy statement on this website for more information about this).

The information that we hold is provided by members. The Trust’s bankers provide details of payments made by standing order or by bank transfer. The information is held securely and is only accessed by officers of the Trust for the purposes of the organisation, it is not kept by us outside of the banking system. Members’ data is kept and used for the duration of your membership. In the case of former members the Trust will retain details until the Gift Aid on any payments has been reclaimed, and may retain information about your name and dates of membership for historical reasons. However, former members can request to have their details removed from the record using the e-mail and postal addresses below.


GDPR Statement for Completion

This may be reached GDPR Opt in Form

Disclosure of information

The Trust discloses to HMRC donors’ names and addresses, plus the date and amount of the donation (including membership subscriptions) when it reclaims Gift Aid.

The Trust will also disclose personal data if we are required to do so under a statutory or legal obligation.

Access to your personal data & queries

Under the Data Protection Act 1998 and the General Data Protection Regulations you have a right to change or have access to your information at any time. If you have any queries or want to see the personal data RCS holds on you by making a Subject Access Request, please contact the Society at the following email address: Alternatively, write to Reading Civic Society, 69 Baker Street, Reading RG1 7XY.

We reserve the right to charge a fee of up to £10, though this will normally be waived. If it transpires that any information we hold is inaccurate or incorrect you should inform us immediately so that it can be amended.