In compliance with the UK GDPR, the Data Protection Act 2018 and the Data Use and Access Act 2025 (DUAA) how we collect, store and use your data is defined below.  We are committed to handling your data lawfully, fairly, and transparently.

Who we are
BSDMFR (via Hay Green Education (HGE) Ltd) is the Data Controller and is based at Fishlake, Doncaster DN7 5LA.

What information we hold
We hold the details you provided when you became a member of BSDMFR:

• Name
• GDC registration number
• Email address
• Mailing address
• Telephone number(s)
• The date you joined BSDMFR
• The dates subscription payments were made
• How your subscription was paid (eg direct debit, PayPal, credit card or cheque)

We do not retain any sensitive financial information.
If you need to update your contact details, please contact Fiona Trimingham via the contact details listed below.

Our lawful bases for processing
BSDMFR uses the lawful bases of consent and legitimate interests to process your information.
We may use your contact details to send you information about our activities where you have previously engaged with us (for example attended an event). This is known as the ‘soft opt in’ under the UK Data (Use and Access) Act. You will always have the opportunity to opt out when your details are collected and in every communication we send.

What we use the information for
BSDMFR (via Hay Green Education (HGE) Ltd) will use your contact details to facilitate your membership of the Society by contacting you with updates and news related to BSDMFR activities.
We may occasionally contact you with requests to participate in surveys that the Council has approved to be relevant to the aims of BSDMFR. We may also contact you with notifications of events related to the aims of BSDMFR, as approved by the officers of the Society.
We will not share any contact details with any third parties unless we are legally required to do so.

Cookies and tracking technologies
We use cookies and similar technologies to operate and improve our services
Under DUAA:

• Some analytics and security cookies no longer require consent
• Tracking, profiling and advertising cookies still require opt in
• Cookie banners must avoid dark patterns

How we store the information and ensure it is securely held
Your contact details are stored on ‘Dropbox’ an encrypted document repository and on ‘MailChimp’ an email platform both of which are compliant with UK data protection laws and regulations.
The membership information on the BSDMFR website is stored on a server in Europe managed by ‘Ionos’ who are also compliant with UK data protection laws and regulations. All data is password protected and encrypted at all three locations. 
We use technical and organisational measures to protect your data, including encryption, access controls, monitoring and auditing, staff training and secure development practices.
We do not keep paper records. 

How long we will keep the information
We will keep your information for the duration of your membership of BSDMFR and all information will be deleted should you resign from the Society.  If your membership is not renewed within three months after the renewal date, your registration will be cancelled in accordance with BSDMFR’s Constitution.  We will then remove your details from the database. Records of payment amount, method and date will be kept for seven years to fulfil accounting requirements, after which time they will be deleted.

You can ‘unsubscribe’ from any email contact by clicking the ‘unsubscribe’ at the bottom of any of the emails we send to you. Alternatively, you can contact us via the contact details below and we will remove your details for the email list.

Your rights
You have the following rights:

• The right to be informed
• Access to your data
• Correction of inaccurate data
• Erasure (‘right to be forgotten’)
• Restriction of processing
• Data portability
• Objection to processing
• The right not to be subjected to automated decision making, including profiling
• Withdrawal of consent

Your right to know what we hold (Subject Access Requests)
You can check the information we hold for you by logging on to the BSDMFR website and going to ‘Members Area’ then ‘Profile’. Alternatively, please contact us via the contact details below.
We will make reasonable and proportionate searches when you ask  for access to your personal information.
We will respond promptly to your access request and within one calendar month at the latest.  If we do not have enough information from you to provide access to your data, we will be able to pause the clock until we have enough information from you to process your request.
Access will be provided to your data and errors or omissions will be corrected free of charge as long as  requests are reasonable and not trivial or vexatious.
If you request that any errors of omissions are corrected this action will be taken will be made as soon as practicable.

Complaints and internal review
The DUAA requires all organisations to provide a formal internal complaints procedure.
Any complaints in relation to data protection should be submitted by email to This email address is being protected from spambots. You need JavaScript enabled to view it.
We will acknowledge receipt of your complaint by email within 30 calendar days of its receipt. (For the avoidance of doubt, the 30-day period will start the day after your complaint is received).
We will gather the information required to investigate the complaint. This may include seeking additional information from you. 
You will be notified of the outcome of the investigation without unjustifiable or excessive delay and this will include the action taken to resolve your complaint and, if relevant, any action taken as a result of your complaint.

If you are not satisfied by the manner in which your compliant was handled by us, you have the right to complain to the Information Commissioner’s Office (ICO) on this page of the ICO website: https://ico.org.uk/make-a-complaint/data-protection-complaints/?p=start  

Updates to this notice
We may update this privacy policy statement to reflect legal, technical, or operational changes. The latest version will always be available on our website.

Enquiries
If you have any questions about BSDMFR and data protection, please contact us at…
Fiona Trimingham
This email address is being protected from spambots. You need JavaScript enabled to view it. 

HGE Ltd ICO Registration number ZA242995