General Data Protection Regulations 2016
'HADARS' means the Harlow and District Amateur Radio Society, a private members club.
The 'GDPR' means Regulation (EU) 2016/679 (General Data Protection Regulation).
The terms 'Personal Data', 'Data Controller' and 'Data Subject' are used in this document as they are defined in the GDPR.
HADARS is the Data Controller of all Personal Data that is stored by HADARS.
What Personal Data HADARS holds.
HADARS stores the following categories of Personal Data:
- Website login account information
- user name, email address, login records
- Electronic Mail
- email address, name
- Web site logs
- IP address, time, URL visited
- Member Relationship Management
- email address, name, mailing address, phone number(s), date of birth
- HADARS Licence Authorized users
- Amateur Radio Call sign
All this data is held either by explicit permission from the individual,
or for performance of a members membership of HADARS, or compliance with legal obligations.
This Personal Data is subject to the rights listed below.
What HADARS uses Personal Data for
HADARS uses Personal Data for the following purposes:
- To provide membership services related to membership of HADARS.
- To comply with laws and regulations
Who Has Access to this Personal Data?
The HADARS Committee, service providers and legal or other professional advisers to
HADARS may be given access to Personal Data held by HADARS. This is required to fulfill
HADARS obligations of support to its membership and support to users of HADARS services.
HADARS may provide Personal Data to Government authorities, regulatory authorities,
law enforcement bodies, for the purposes of compliance with legal requirements, or for
the exercise or defence of legal claims.
Security of Personal Data
HADARS has strict security procedures for storing Personal Data to protect it against loss or
damage. All Personal Data stored by HADARS is protected by TLS (Transport Layer Security) /
(SSL) Secure Sockets Layer to the same level used by most banking and financial institutions,
and database encryption.
HADARS may disclose Personal Data to its agents or subcontractors for the purposes set out in this
operational security measures in place to protect your personal data, in line with United Kingdom
and EU legislation.
HADARS does not transfer Personal Data outside the European Economic Area (EEA), nor does it
permit its agents or subcontractors to do so.
HADARS does not store or process Childrens Members Data without either
- The explicit consent of the Child (Age 13 or Over) or
- The explicit consent of the Parent or Legal Guardian of the Child.
Retention of Data
HADARS deletes web site login records, WWW logs and email logs after 6 months.
HADARS maintains (encrypted) backups of all data systems and maintains these backups
for no more than 13 months.
Rights to Your Personal Data
Data Subjects have the following rights in relation to Personal Data stored by HADARS:
- Right of access
- You have the right to request a copy of the data that we hold about you.
- Right of rectification
- You have the right to request HADARS to correct any inaccurate or incomplete Personal
Data that HADARS holds about you.
- Right to be forgotten
- In many situations, you have the right for your personal data to be deleted from our
records. There may be situations where HADARS is unable to comply with an erasure request,
in particular where HADARS is required to continue to hold certain Personal Data due to legal
obligations or where holding the Personal Data is necessary for the exercise or defence of legal
claims, or where it is impossible or unreasonably difficult to remove your personal data.
- Right of restriction
- This means that your personal data may, with the exception of storage, only be processed with
your consent for the establishment, exercise or defence of legal claims, for the protection of
the rights of another natural or legal person or for reasons of public interest of the EU or of
an EU Member State.
- Right of portability
- You have the right to receive your personal data in structured, commonly used and machine-readable
formats, or have the data we hold about you transferred to another data controller.
- Right to object
- You have the right to object to the processing of your Personal Data in certain circumstances.
You also have the absolute right to stop your data from being used for direct marketing.
- Right to object to automated processing
- You have the right not to be subject to decisions based solely on automated processing,
- Right to judicial remedy
- You have the right to an effective judicial remedy where you consider that your rights
under the GDPR have been infringed as a result of the processing of your personal data
in non-compliance with the GDPR.
communicated to you either by e-mail or a notice on our website.
All communications concerning privacy related issues should be sent by electronic mail
to 'firstname.lastname@example.org' or by post to
Harlow and District Amateur Radio Society,
Mark Hall Barn,
Essex CM20 2LE,
Please make sure any postal communication is marked Private and Confidential for the
Attention of the Data Protection Officer.
HADARS will respond to and, where appropriate, act on privacy-related communications within
one calendar month.