How we handle personal data

MEMBERSHIP REGISTER

The membership register contains contact information for the members as well as details regarding the payment of membership fees for the past 3 years.

The membership register is used for member communication via email. In these communications, we always use "blind carbon copy" (BCC), meaning members' email addresses are not disclosed to each other.

New members register via the membership form on the association's website.
The information that is recorded and stored includes:

▪ Paid for the current year (2024)
▪ Paid for the previous year (2023)
▪ Paid for the previous year - 2 (2022)
▪ Membership number
▪ Membership date
▪ Name
▪ Address
▪ Postal code
▪ City
▪ Country
▪ Phone number
▪ Email

The original membership register is an Excel spreadsheet physically stored on the association's hard drive. Backup copies are saved on Google Drive.

---

PARTICIPANT REGISTER VICTORIAN DAYS

The register contains contact information for participants in this year's Victorian Days.

The register is used for, among other things, planning of locations and times for participants as well as
communication with participants, such as instructions about ferry crossings. This communication is conducted via email and always uses "blind carbon copy" (BCC) in the distribution, meaning participants' email addresses are not disclosed to each other.

The register is updated when a participant signs up for the Victorian Days.

The information that is recorded and stored includes:
▪ First name
▪ Surname
▪ National Insurance Number
▪ Address
▪ Postcode
▪ City
▪ Phone number
▪ Mobile number
▪ Email
▪ Any activities the person is organizing during the event

Upon registration, the participant agrees that the association may use their image and text in connection with festival activities, as well as on the association's website and Facebook page.

The original registry is an Excel spreadsheet, along with an image archive physically stored on the association's hard drive. Backup copies are saved on Google Drive.

The registry is saved for 2 years since the invitation to the upcoming Victorian Days is based on the participation of the past 2 years.

---

IMAGE ARCHIVE

In connection with the Victorian Days in Marstrand and other events, the association documents and saves materials in the association's image archive. The images saved are taken by the association's appointed photographers, which means that the association holds the copyright to the images.

The image archive is used for publication on the association's website, Facebook page, Instagram, during presentations about the association's activities, and in our program brochure, etc.

The original of the image archive is stored on a hard drive and on Google Drive. The person responsible for the image archive is the association's project manager.