South Street Bonfire Society
For any further information about this policy please contact our Data Protection Officer: [email protected]
Data Privacy Policy
The South Street Bonfire Society (SSBS) is a voluntary membership-based body with the main purpose of organising an annual Bonfire Celebration in Lewes. Individuals are invited to become members on payment of the appropriate fee in order to support the Society and join in the annual celebrations. Only members are allowed and insured to participate in bonfire celebrations. We collect and process personal data about our members.
Personal data
We take our responsibilities to our members and their personal data very seriously. We collect the name, address and other contact details such as the telephone numbers and e-mail addresses of our members. We also collect members’ ages (where relevant for junior or senior membership subscription rates). We collect, store and process these data on the basis that it is a legitimate function of the organisation to know the identity of our members and to be able communicate with them.
Members’ contact details are collected from their membership application form which includes a statement about the use to which the data are put. Applicants can ask for their contact details not to be used for communications. On renewal members are contacted to remind them about the data we store and process and their rights to view it, amend it and/or ask us not to process it.
We contact members (by e-mail or post depending on their preference) to inform them about Society activities and bonfire related notices and news in the form of newsletters.
We have a society Facebook page to which members can access as another way of receiving information.
We will never disclose, share or sell members’ personal data without their consent, unless required to do so by law. However we will share the name of any member who is expelled with other Bonfire Societies.
We store personal data for between one and two years from the date an individual becomes a member, up to the 4th November in the year after they joined and retain it for each year they remain in membership (or for life in the case of life members). If a member does not renew their membership by 4th November in the year after they last joined, their personal information is destroyed.
Individual members have the right to see the personal data we keep about them and correct it and/or ask us not to process it. If we do not process the contact details of an active member we will not be able to inform them about Society and bonfire related notices, news and activities. We retain the right to hold, but not process, the names and contact details of active members, so we can verify their membership during bonfire activities.
If a member want to review, amend of ask us not to process their personal data they should contact the Membership Secretary (see below).
Data security
Application forms relating to membership are stored in a locked cabinet. Contact details are additionally stored electronically on a password protected computer and on a Mailchimp database for the distribution of newsletters and other notices.
The following officers of the Society are authorised to have access to personal data:
· The membership secretary, Gill Fuller ([email protected])
· The communications secretary, for Facebook communications, Leanne Newman
· The Newsletter secretary, Debby Matthews
· The Committee secretary, committee members contact details only ([email protected])
We review our data protection procedures as part of our annual organisational risk assessment.
Data breach
If there is a data breach we will inform the individuals affected and the relevant authorities immediately. In such circumstances we will do everything we can to mitigate the breach and prevent a subsequent reoccurrence.
Updated 22/05/18
Data Privacy Policy
The South Street Bonfire Society (SSBS) is a voluntary membership-based body with the main purpose of organising an annual Bonfire Celebration in Lewes. Individuals are invited to become members on payment of the appropriate fee in order to support the Society and join in the annual celebrations. Only members are allowed and insured to participate in bonfire celebrations. We collect and process personal data about our members.
Personal data
We take our responsibilities to our members and their personal data very seriously. We collect the name, address and other contact details such as the telephone numbers and e-mail addresses of our members. We also collect members’ ages (where relevant for junior or senior membership subscription rates). We collect, store and process these data on the basis that it is a legitimate function of the organisation to know the identity of our members and to be able communicate with them.
Members’ contact details are collected from their membership application form which includes a statement about the use to which the data are put. Applicants can ask for their contact details not to be used for communications. On renewal members are contacted to remind them about the data we store and process and their rights to view it, amend it and/or ask us not to process it.
We contact members (by e-mail or post depending on their preference) to inform them about Society activities and bonfire related notices and news in the form of newsletters.
We have a society Facebook page to which members can access as another way of receiving information.
We will never disclose, share or sell members’ personal data without their consent, unless required to do so by law. However we will share the name of any member who is expelled with other Bonfire Societies.
We store personal data for between one and two years from the date an individual becomes a member, up to the 4th November in the year after they joined and retain it for each year they remain in membership (or for life in the case of life members). If a member does not renew their membership by 4th November in the year after they last joined, their personal information is destroyed.
Individual members have the right to see the personal data we keep about them and correct it and/or ask us not to process it. If we do not process the contact details of an active member we will not be able to inform them about Society and bonfire related notices, news and activities. We retain the right to hold, but not process, the names and contact details of active members, so we can verify their membership during bonfire activities.
If a member want to review, amend of ask us not to process their personal data they should contact the Membership Secretary (see below).
Data security
Application forms relating to membership are stored in a locked cabinet. Contact details are additionally stored electronically on a password protected computer and on a Mailchimp database for the distribution of newsletters and other notices.
The following officers of the Society are authorised to have access to personal data:
· The membership secretary, Gill Fuller ([email protected])
· The communications secretary, for Facebook communications, Leanne Newman
· The Newsletter secretary, Debby Matthews
· The Committee secretary, committee members contact details only ([email protected])
We review our data protection procedures as part of our annual organisational risk assessment.
Data breach
If there is a data breach we will inform the individuals affected and the relevant authorities immediately. In such circumstances we will do everything we can to mitigate the breach and prevent a subsequent reoccurrence.
Updated 22/05/18
South Street Bonfire Society Rules
1. The object of the Society is to produce a celebration of Bonfire Night in Lewes, each year, which involves Members in Fancy Dress, Torchlight Processions and a Firework Display.
2. Applications for membership, must be in writing on the Society Membership form. Applications should be submitted, together with the current appropriate membership fee, to either the Society Secretary or one of the appointed Society Membership Secretaries who will then pass it on to the next Committee or General Meeting for consideration.
Note: Applications for a child only, must be made by a responsible adult. That adult has to be aware that the child must be supervised at all times by a responsible adult whilst taking part in any function/event/procession etc. arranged by the Society.
3. The membership year for South Street Bonfire Society runs from 1 January to 31 December each year. A cut-off date of 15 October will be applied for new applications to allow sufficient time for consideration by the committee. After this date, any new applications will be referred to the February committee meeting. Existing members are able to renew their memberships up to and including badge night each year. Any memberships not renewed by this date, will be deemed to have lapsed. Any member wishing to renew a lapsed membership, will be subject to the same approval process as new applicants.
4. The usual classes of membership are Life Member, Vice President, Adult, Statutory Senior Citizen and Child, as under 18 years of age on 31st December in the current year of membership.
5. From time to time the Committee may confer the honour of Life Membership. The recipient shall be exempt from all future membership fees and, for the purpose of these rules, they are regarded as Adult members.
6. Membership fees, the amount to be decided by the Membership or the Committee, are payable from the 1st January and shall cover the period 1st January to 31st December. Fees may be set at differential levels to encourage early payment.
7. A Committee, elected at a General Meeting held in January each year, shall conduct the business of the Society. Only Adult members from the previous year are entitled to vote at this Meeting and to be considered to join the committee.
8. Members who wish to stand for the posts of Chairman, Secretary and Treasurer must submit their names, countersigned by two Adult members, to be received by the Company Secretary at or before the last scheduled Committee meeting prior to 31st December.
9. No Committee Meeting is deemed valid unless at least one third of the Committee members are present.
10. Committee members must pay their appropriate membership fee by the close of the second Committee Meeting of the New Year. Any Committee member not fully paid up by this time will be unable to vote at any subsequent Committee Meeting until their fees have been paid.
11. Any Society Adult member who is not a Committee Member may attend Committee meetings, but they may take no part in the meeting, unless invited to do so by the Meeting Chairman.
12. The Society rules may only be altered at a General Meeting of the Society. A General Meeting is open to all members of the Society. The time and location of General Meetings will be announced in the Society Newsletter.
13. By joining the Society all members agree to be photographed, videoed or similarly recorded by or on behalf of the Committee to assist with publicity, security, safety and/or discipline.
14. To commit the Society to an action a statement (motion) has to be made and the person making the statement will be the “proposer”. To enable further discussion, or a vote, the statement needs someone to agree with the point, and this person will be the “seconder”.
15. All voting will be by a show of hands and the Meeting Chairman will count such votes.
16. Life Members shall have the right to attend, speak and vote at any General or Committee, Meeting of the Society. Life Members when attending the Society’s Annual General Meeting, are allowed the same rights as would be allowed when membership fees had been paid.
17. In the event of a tie in any vote, the Chairman of the meeting, can either exercise a casting vote or hold a revote.
18. Matters declared by the Committee as “confidential” must not be discussed with anyone other than a Committee member or a Life Member. All other subjects may be discussed with any current paid-up member, should they make an enquiry.
19. The Committee, at a committee meeting, may remove Membership from a person should it be deemed that they have acted against the best interests of the society or have acted in a reckless or dangerous way. The Committee will make every reasonable attempt to ascertain the facts of the matter including, but not limited to, speaking to the Member. The Member has the right to attend and speak at the committee meeting where their Membership is in question before any vote on the matter takes place. They may have a second member present to speak on their behalf.
20. Any member that has had their membership removed may appeal to the Company Secretary.
21. Members are actively encouraged to take a full part in the activities of the Society, particularly in preparation and running of Bonfire Night.
22. Members must obey the instructions of marshals and other Bonfire Night Officials on Bonfire Night.
23. A general meeting may, on the recommendation of the Committee, decide to close the membership of the Society for a period. This decision must be reviewed each year that it is enacted.
January 2020
1. The object of the Society is to produce a celebration of Bonfire Night in Lewes, each year, which involves Members in Fancy Dress, Torchlight Processions and a Firework Display.
2. Applications for membership, must be in writing on the Society Membership form. Applications should be submitted, together with the current appropriate membership fee, to either the Society Secretary or one of the appointed Society Membership Secretaries who will then pass it on to the next Committee or General Meeting for consideration.
Note: Applications for a child only, must be made by a responsible adult. That adult has to be aware that the child must be supervised at all times by a responsible adult whilst taking part in any function/event/procession etc. arranged by the Society.
3. The membership year for South Street Bonfire Society runs from 1 January to 31 December each year. A cut-off date of 15 October will be applied for new applications to allow sufficient time for consideration by the committee. After this date, any new applications will be referred to the February committee meeting. Existing members are able to renew their memberships up to and including badge night each year. Any memberships not renewed by this date, will be deemed to have lapsed. Any member wishing to renew a lapsed membership, will be subject to the same approval process as new applicants.
4. The usual classes of membership are Life Member, Vice President, Adult, Statutory Senior Citizen and Child, as under 18 years of age on 31st December in the current year of membership.
5. From time to time the Committee may confer the honour of Life Membership. The recipient shall be exempt from all future membership fees and, for the purpose of these rules, they are regarded as Adult members.
6. Membership fees, the amount to be decided by the Membership or the Committee, are payable from the 1st January and shall cover the period 1st January to 31st December. Fees may be set at differential levels to encourage early payment.
7. A Committee, elected at a General Meeting held in January each year, shall conduct the business of the Society. Only Adult members from the previous year are entitled to vote at this Meeting and to be considered to join the committee.
8. Members who wish to stand for the posts of Chairman, Secretary and Treasurer must submit their names, countersigned by two Adult members, to be received by the Company Secretary at or before the last scheduled Committee meeting prior to 31st December.
9. No Committee Meeting is deemed valid unless at least one third of the Committee members are present.
10. Committee members must pay their appropriate membership fee by the close of the second Committee Meeting of the New Year. Any Committee member not fully paid up by this time will be unable to vote at any subsequent Committee Meeting until their fees have been paid.
11. Any Society Adult member who is not a Committee Member may attend Committee meetings, but they may take no part in the meeting, unless invited to do so by the Meeting Chairman.
12. The Society rules may only be altered at a General Meeting of the Society. A General Meeting is open to all members of the Society. The time and location of General Meetings will be announced in the Society Newsletter.
13. By joining the Society all members agree to be photographed, videoed or similarly recorded by or on behalf of the Committee to assist with publicity, security, safety and/or discipline.
14. To commit the Society to an action a statement (motion) has to be made and the person making the statement will be the “proposer”. To enable further discussion, or a vote, the statement needs someone to agree with the point, and this person will be the “seconder”.
15. All voting will be by a show of hands and the Meeting Chairman will count such votes.
16. Life Members shall have the right to attend, speak and vote at any General or Committee, Meeting of the Society. Life Members when attending the Society’s Annual General Meeting, are allowed the same rights as would be allowed when membership fees had been paid.
17. In the event of a tie in any vote, the Chairman of the meeting, can either exercise a casting vote or hold a revote.
18. Matters declared by the Committee as “confidential” must not be discussed with anyone other than a Committee member or a Life Member. All other subjects may be discussed with any current paid-up member, should they make an enquiry.
19. The Committee, at a committee meeting, may remove Membership from a person should it be deemed that they have acted against the best interests of the society or have acted in a reckless or dangerous way. The Committee will make every reasonable attempt to ascertain the facts of the matter including, but not limited to, speaking to the Member. The Member has the right to attend and speak at the committee meeting where their Membership is in question before any vote on the matter takes place. They may have a second member present to speak on their behalf.
20. Any member that has had their membership removed may appeal to the Company Secretary.
21. Members are actively encouraged to take a full part in the activities of the Society, particularly in preparation and running of Bonfire Night.
22. Members must obey the instructions of marshals and other Bonfire Night Officials on Bonfire Night.
23. A general meeting may, on the recommendation of the Committee, decide to close the membership of the Society for a period. This decision must be reviewed each year that it is enacted.
January 2020
