Manchester Consular Association

GDPR Privacy Statement

The Manchester Consular Association (MCA) is committed to protecting and respecting your privacy. The information we collect is provided direct to us by our members via their application form.

The data we collect is used to communicate with our members about the events that the MCA organise or when other parties such as local councils or universities wish to invite the MCA membership.

We publish certain details about the Consulates that members represent, on the MCA website.

Our website is simply a notice board – we do not collect data from anyone who uses the website.

The data you give us is recorded on a spreadsheet maintained by the Hon. Secretary. A new spreadsheet is prepared for each calendar year. Each year we ask members to verify the data held about them on the spreadsheet.

When a person ceases to be a member of the MCA all data concerning the member is deleted from the website and spreadsheet, so no personal data records are retained.

The data we collect and the reasons we collect them are as follows:

1. For website purposes

For Full members, we publish a record of your title, name, consulate postal address, consulate email address and consulate telephone number.

For Associate members, we publish a record of your title, name, and email address.

2. For contact purposes

We keep a record of your title, name, consulate postal address, consulate email address and consulate telephone number. We also record, when provided, your private postal address, private telephone numbers and private email addresses. We use this information to notify you about the events we have arranged and to tell you about other news or events with a Consular connection which we believe will be of interest to you.

Our preferred method of communication is by email, failing that by post. We do not routinely communicate with members by telephone but it is helpful to be able to do so occasionally to sort out a query or in rare circumstances to contact you about a change to an event that you have booked to attend.

3. Collection and management of subscriptions

For accounting purposes we keep a record of your membership type (Full or Associate), the amount paid, method of payment and the date. We do not keep a record of your bank account details except that where a cheque is paid into our bank account using a machine which issues a receipt which prints a scanned copy of the cheque, such receipts will be kept for audit purposes.

Rights given to you under the General Data Protection Regulation (“GDPR”)

Under the GDPR individuals have the right to be informed about the personal data held on them by organisations and what it is used for; you have the right to access your personal data and for incorrect data to be rectified; you also have the right for your data to be erased. In the latter case, your data will be deleted from the spreadsheet of the year when your request is made, your data will be removed from our website and your name will be removed from our mailing list. A record will be kept of the fact that you requested not to receive further communications from us. We will hold data in a secure form.

Sharing data

We occasionally, when requested by official bodies such as local councils or universities, provide a consolidated list of email addresses.. This is normally used by them to send members invitations to relevant events.

Otherwise we will not share your data with other organisations but, at our discretion, we may forward information about Consular events arranged by third parties which we believe may be of interest to you. Where it is necessary for administrative or security purposes, we may share limited data with third parties, for example by providing a list of the names of people who will be attending a meeting at their premises.