1. Data controller
The organisation responsible for personal information described in this policy is Orelqavianessia Philatelists Club Ltd, with the correspondence correspondence address shown below (“the Club”, “we”, “us” or “our”). The Club acts as the data controller for the personal information it determines to collect and use. For privacy enquiries, contact info@orelqavianessia.com.
2. Scope
This policy applies when you visit this website, contact the Club, ask about membership, register interest in an activity or communicate with a Club representative. It explains the purposes, lawful bases, retention approach and rights that may apply under the UK GDPR and Data Protection Act 2018.
3. Information collected
Depending on your interaction, information may include your name, email address, message content, stated collecting interests, membership or event enquiry details and correspondence records. Technical information may include basic server logs such as request time, requested page, browser type and security-related connection data generated by the hosting environment. Please avoid including information about other people unless you have permission and it is relevant.
4. Purposes and lawful bases
- Legitimate interests: responding to ordinary correspondence, maintaining proportionate Club records, improving administration and protecting the website, where those interests are not overridden by your rights.
- Contract or pre-contract steps: considering membership requests or providing an agreed Club service.
- Consent: optional uses where we have asked for permission, such as publication of identifiable personal material or optional communications.
- Legal obligation: retaining or disclosing information where applicable law requires it.
5. Use of information
Enquiry details are used to prepare a response. Membership information, where membership is offered and accepted, may be used to communicate meeting arrangements and maintain membership records. Information is used only for the purpose for which it was supplied or for a compatible administrative, security or legal purpose. We do not sell personal information or use it to build advertising profiles.
6. Sharing and processors
Access is limited to people who need information to manage Club enquiries and activities. Information may be processed by website hosting, email or technical service providers acting on our instructions. Such providers should receive only the information needed to perform their service and should protect it appropriately. Information may also be disclosed to a competent authority where required by law or necessary to establish, exercise or defend legal claims.
7. International transfers
If a service provider processes personal information outside the United Kingdom, we will take steps required by applicable data protection law. Depending on the destination and circumstances, safeguards may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses or another lawful transfer mechanism.
8. Retention
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including responding to an enquiry, administering membership, maintaining proportionate records and meeting legal requirements. Enquiry correspondence that does not lead to an ongoing relationship should be reviewed for deletion when it is no longer needed. Records relevant to a legal claim or statutory obligation may be retained for the applicable period.
9. Security
We use reasonable organisational and technical measures to reduce the risk of unauthorised access, alteration, loss or disclosure. No method of internet transmission or electronic storage can be guaranteed to be completely secure. You should take care when sending information and avoid transmitting confidential details through an unsecured connection.
10. Your rights
Subject to legal conditions and exemptions, you may have the right to request access to your personal information, correction of inaccurate information, erasure, restriction of processing, data portability, or to object to processing based on legitimate interests. Where processing relies on consent, you may withdraw consent at any time; withdrawal does not affect processing carried out before it was withdrawn.
To exercise a right, contact info@orelqavianessia.com. We may need to verify your identity and clarify the scope of your request. We aim to respond within the period required by applicable law. A request may be refused or limited where a lawful exemption applies, and we will explain the reason where required.
11. Complaints
If you are unhappy with how your information is handled, contact the Club first so that the issue can be reviewed. You also have the right to complain to the UK Information Commissioner’s Office (ICO) using its official complaint process.
12. Children
This website and Club communications are intended for a general audience. Where a Club activity involves a child, personal information should be provided by a parent or legal guardian or handled with their appropriate involvement. We do not knowingly collect children’s information for unrelated purposes.
13. External websites
This website may refer to external organisations or public resources. Their privacy practices are governed by their own policies. We are not responsible for the content or privacy practices of websites operated by others.
14. Changes
We may update this policy to reflect changes in Club administration, website operation or applicable law. The revised version will be published on this page with an updated review date.
15. Contact
Privacy enquiries: info@orelqavianessia.com
Controller: Orelqavianessia Philatelists Club Ltd
Correspondence address: The Royal Philatelic Centre, London, United Kingdom
16. Contact form and website interactions
The contact form uses a mailto submission action. When you submit it, your browser attempts to open the email application configured on your device and prepares a message addressed to info@orelqavianessia.com. The form does not send information to a Club-operated application server and the website does not retain the form contents. The email application and the email service you use may process the information under their own terms and privacy notices. You should review the prepared message before sending it. If no email application opens, contact the Club by using the email address displayed on the Contact page.
The hosting provider may separately process technical request data to deliver pages, maintain security, diagnose faults and prevent abuse. The Club does not use the contact form to collect mailing-list subscriptions, conduct profiling or make automated decisions.
17. Data minimisation and accuracy
Please provide only the information needed to handle your enquiry. If you are asking about an item, a concise description and an image with unrelated personal details removed will usually be sufficient. You should not send original documents containing personal correspondence unless the information is necessary and you have considered the privacy of everyone named in them.
If information held by the Club becomes inaccurate, you may ask for it to be corrected. We may retain a limited record of a correction request where this is necessary to demonstrate that the information was amended.
18. Objections and direct communications
You may object to processing based on legitimate interests. We will stop the relevant processing unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is required for legal claims. If the Club sends optional updates based on consent, you may withdraw that consent by contacting us. We do not intend to send unsolicited marketing messages.
19. Exercising rights and response times
When you make a rights request, describe the information or processing concerned and provide a way for us to respond. We may ask for additional information where reasonably necessary to confirm your identity or locate the relevant record. Under the UK GDPR, requests are generally answered without undue delay and within one month. This period may be extended by up to two further months where a request is complex or numerous; if so, we will explain the reason within the initial month.
We do not normally charge for handling a request. A reasonable fee may be charged, or a request may be refused, where the law permits this because it is manifestly unfounded or excessive. Any refusal will be explained and will include information about the right to complain to the ICO where required.
20. Data breaches
If a personal data breach occurs, the Club will assess the nature of the incident, the categories and approximate amount of information involved, the likely consequences and the measures taken or proposed to address it. Where notification to the ICO is legally required, it will be made within the applicable statutory period. Where a breach is likely to result in a high risk to individuals, affected people will be informed without undue delay unless a legal exception applies.
21. Changes to our processing
If the Club introduces membership software, event registration, analytics, mailing-list tools or another service that changes the personal information processed, this policy should be reviewed and updated before that service is used. Where required, visitors or members will receive additional information and a choice about optional processing.