Terms and Rules - WCMS members area

IMPORTANT: You must be an existing approved member to register (if you are not then please see https://wealdencaving.org.uk/website2/join/)

When setting up your forum account, please ensure you use your full real name as "Name" to avoid delays in registration approval, your "username" can be any you choose,  you may choose to have your email address hidden from normal members and/or block members. Please do not use the old @wcms.org.uk email addresses for registration as these are no longer working.

-- Standard terms below --

You agree, through your use of this forum, that you will not post any material which is false, defamatory, inaccurate, abusive, vulgar, hateful, harassing, obscene, profane, sexually oriented, threatening, invasive of a person's privacy, adult material, or otherwise in violation of any International or United States Federal law. You also agree not to post any copyrighted material unless you own the copyright or you have written consent from the owner of the copyrighted material. Spam, flooding, advertisements, chain letters, pyramid schemes, and solicitations are also forbidden on this forum.

Note that it is impossible for the staff or the owners of this forum to confirm the validity of posts. Please remember that we do not actively monitor the posted messages, and as such, are not responsible for the content contained within. We do not warrant the accuracy, completeness, or usefulness of any information presented. The posted messages express the views of the author, and not necessarily the views of this forum, its staff, its subsidiaries, or this forum's owner. Anyone who feels that a posted message is objectionable is encouraged to notify an administrator or moderator of this forum immediately. The staff and the owner of this forum reserve the right to remove objectionable content, within a reasonable time frame, if they determine that removal is necessary. This is a manual process, however, please realize that they may not be able to remove or edit particular messages immediately. This policy applies to member profile information as well.

You remain solely responsible for the content of your posted messages. Furthermore, you agree to indemnify and hold harmless the owners of this forum, any related websites to this forum, its staff, and its subsidiaries. The owners of this forum also reserve the right to reveal your identity (or any other related information collected on this service) in the event of a formal complaint or legal action arising from any situation caused by your use of this forum.

You have the ability, as you register, to choose your username. We advise that you keep the name appropriate. With this user account you are about to register, you agree to never give your password out to another person except an administrator, for your protection and for validity reasons. You also agree to NEVER use another person's account for any reason.  We also HIGHLY recommend you use a complex and unique password for your account, to prevent account theft.

After you register and login to this forum, you will be able to fill out a detailed profile. It is your responsibility to present clean and accurate information. Any information the forum owner or staff determines to be inaccurate or vulgar in nature will be removed, with or without prior notice. Appropriate sanctions may be applicable.

Please note that with each post, your IP address is recorded, in the event that you need to be banned from this forum or your ISP contacted. This will only happen in the event of a major violation of this agreement.

Also note that the software places a cookie, a text file containing bits of information (such as your username and password), in your browser's cache. This is ONLY used to keep you logged in/out. The software does not collect or send any other form of information to your computer.

--- Standard Terms END ----

WCMS GDPR Statement

Wealden Cave and Mine Society (WCMS) holds and processes personal data about members and subscribers.   In doing so, we comply with relevant data protection legislation.

--What we do with your data--
We collect and process personal data in order to perform our legal duties in administering WCMS, both as a registered charity and as a not-for-profit company. We also use the data to contact members to keep them updated with WCMS's activities.

This includes:
•   notifying members of AGMs and EGMs with associated documentation
•   posting of printed material such as our magazine to those who have subscribed for printed matter
•   communicating news, conferences, visits and other events to members
•   providing support data in support of Gift Aid claims

--Capture of data --
The data we hold is supplied by individuals on joining WCMS.

--What data is processed? --
The data we hold about you includes (but is not limited to):
•   Full name
•   Postal and email addresses
•   Phone number
•   BCA Number
•   Year of birth
•   Gender
•   Gift Aid declaration

--Who else processes your data?--
•   WCMS does not pass or share personal data with anyone else for promotional or marketing purposes. Details of Gift Aid declarations will be passed to HMRC to support Gift Aid claims.
•   Contact details will be shared with the British Caving Association (BCA) to facilitate third party liability insurance.
•   Selected contact details may be circulated to fellow attendees on a WCMS trip to facilitate coordination and transport arrangements.
•   Our Secretary, Treasurer and other WCMS Officers have access to personal/membership data in order to run the charity.

--Storage and retention of data --
•   Personal data is stored in the UK or European Economic Area. We make every effort to ensure that the systems we use are secure and, where necessary, encrypted.
•   Personal data is only retained when it is needed to service members or comply with the law.
•   Where Gift Aid declarations are held then the retention period is seven years, to comply with taxation law.
•   On occasion selected personal data may be downloaded or printed for use at a specific event (eg for registration). Where this is the case, such copies will be deleted as soon as their purpose has been served.

--Protection of data --
WCMS makes every effort to ensure personal data is secure and protected.  We do not have a specific post of Data Protection Officer but their duties are carried out as part of the Secretary's role.

In the event of a personal data breach (a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.) then an assessment will be made of the likelihood and severity of the resulting risk to peoples' rights and freedoms. If it's likely that there will be such a risk then the Information Commissioner's Office will be notified within 72 hours.

--Your rights --
You have the right to obtain access and make corrections to your personal data and this can be done by contacting the Secretary. You may also request that personal data is deleted but, if we do not hold the data we need to administer your membership of WCMS, this may unavoidably cause the termination of your membership. Again you may request this of the Secretary or by writing to us at our registered office.

--Complaints --
If you are not satisfied with how we have handled your personal data you can complain. Please contact the Chairman or at our registered office if you wish to make a complaint. If you are not satisfied with our response to your complaint or believe that our processing of your information does not comply with data protection law, you can make a complaint to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

GDPR Statement ENDS