THE COULTERSHAW TRUST

The Coultershaw Trust holds personal information on Friends, volunteers, donors, suppliers and other supporters. In using this information the Trust aims to protect the privacy of the persons listed. The information held is subject to the requirements of the Data Protection Act 1998 and from 25 May 2018 is subject to the General Data Protection Regulations (GDPR).

The information held for each person may include name, postal address, telephone numbers, and email addresses.

The information is used to send out Newsletters, Friends invitations, notices of meetings, the Stewards Rota, Working Party programmes and invitations to events organised by the Trust. The information is not used for any commercial purpose.

The information is held in a Contacts List on a shared Cloud Drive with all the other Coultershaw information and data.The email addresses of all the contacts are also held in a secure online email marketing database. The information is only shared with the Chair, Curator and Treasurer but may be shared from time to time in whole or in part with other Trustees, and volunteers/employees for use in connection with the Trust’s activities. The Chair is responsible for keeping the information up-to-date and for ensuring that the information is not held longer than necessary. An individual can request to see the personal information that the Trust holds on them, and request that any errors are rectified.

From 25 May 2018 under the GDPR the holding of personal information, including photographs, listed by the Trust as set out above requires the prior consent of the individual. An individual can withdraw this consent at any time and request that information held is removed. Without the consent communication with the Trust, including Newsletters and invitations, will cease.
No images of identifiable living individuals will be used or held by the Trust without prior recorded consent, including images used on the website and in publicity and educational materials. Images without the necessary consent will, by the end of 2022, be removed from the website and archived on the Cloud Drive.

Policy approved by Trustees May 2022