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Data Protection

New data protection legislation came into force on the 25th May 2018. As The Friends of Oignies Association maintains a record of our members' contact details, the Association is required to conform to this legislation. Effectively this means that Friends of Oignies must operate define and operate within a compliant policy with respect to our members data. This policy is detailed in the privacy notice below.  

We have created a form to enable members to record or amend their details, and to modify, if required, their preferences in relation to which data we hold on record. This form can be accessed via the link at the bottom of the page.

Privacy notice

Friends of Oignies privacy notice


The Association holds your personal data so that we can tell you of events, arrange hosting, contact you in emergencies or at short notice and collect membership fees and other charges.


The personal data we hold

  • Name

  • Postal address

  • Email address

  • Preferred contact telephone number

  • Mobile telephone number

  • Names of other family members included in your membership

  • Details of payments made to or by the Association

  • Details of hosting arrangements if relevant

  • Health, mobility and dietary issues if relevant


Your personal data is held by the Committee Chair, Derek Thomas, and only necessary personal data is shared with other Committee members when needed; eg to arrange trips, provide you with updates etc.


How we will contact you

We are a not for profit organisation and Committee members are volunteers. To keep costs as low as possible and to minimise the time Committee members spend on administration we use email, telephone and the website to keep in contact with you.


Telephone numbers

We may sometimes need to contact members by telephone. We therefore ask you to provide a preferred contact telephone number. We also ask for your mobile telephone number in case we need to contact you urgently; for example because of a change of coach time or pick up point during a trip. If we can't contact you because you have not shared your contact number, we cannot be held responsible for any consequential loss you may suffer.


How long we hold your personal data for

Details of payments to and by us are held by our bank and by the Association. We keep this information for seven years.


We will hold your other personal data whilst you are a member and for a year afterwards to allow us to prepare accounts and answer any questions you might have about your membership.


We try to ensure your personal data is accurate and up to date by checking it with you when you renew your membership. In the meantime if your personal data changes it is your responsibility to let a Committee member know.

Sharing your personal data

We will not share your personal data with others except:

  • If you wish to host or be hosted we will have to share some information with the Amis de Buxton, our partner twinning association in Oignies.

  • In the case of a medical or other emergency we will share relevant information with the emergency services where it is not possible for you or a family member to provide it.


If you have any questions about the use of your personal data

Please contact Derek Thomas: Association Chair.

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