CODY Astronomical Society



Privacy Notice


The Cody Astronomical Society (“The Society”) seeks to comply with all the legal and regulatory requirements relating to the use of personal data.  This note explains why we collect personal data and what we do with it.

What data do we collect?

We collect personal data from membership forms and other information given by Members including:

·       - address, email, telephone number(s) and other contact details

·       - date of joining the Society

·       - subscription details

·       - roles and responsibilities within The Society committee

·       - car registrations required by QinetiQ for safety on site


We also hold data for the following:

 - speakers, their contact details and date and details of talk(s)

·      - visitors, their contact details and dates of visits


How do we store personal data?

Membership details are recorded in a Microsoft Access database.  The database file is encrypted by a password and stored in the secure cloud repository provided by Dropbox. 

It is our policy that hard copies of data received and created by The Society are stored and disposed of securely.

ss to the data is restricted to the Membership Secretary and the Data Protection Officer.
What do we do with personal data?

The data we collect is used only in connection with the running of The Society including contact by email, post or telephone and populating and maintaining membership records.

We process information on the basis of consent, the nature of the relationship between The Society and Members and for the legitimate interests of the Society.

We provide the relevant data to QinetiQ security for the purposes of security clearance and site access.  The Society does not retain this the data.

How do we share information?

With the exception of data provided to QinetiQ Security as described above, The Society does not provide any personal data to any other third party for any purpose.


Rights of Members.

Access to information

If you would like access to your personal data, please send a request to  Except in the case of complex or numerous requests we will respond without delay and in any event within one month.  We will not make any charge for our response.  A request may be refused as permitted by law, including where if it is manifestly unfounded or excessive.

Correcting information

If the information we have is incorrect or incomplete, please contact and we will correct it

Right of deletion

Subject to the legal rights of The Society you can ask us to delete data if:

·       the information is no longer necessary for our purposes

·       you wish to withdraw any consents you have given

·       you do not want the data to be processed and we have no legitimate interest in continuing the processing

·       it was unlawfully obtained to comply with a legal obligation

If you want to request deletion of any of your information, please contact and we will let you have a response without delay.

Right to object

Subject to the rights of The Society you may object to:

·       The Society processing personal data for the performance of a legal task or its legitimate interests.

If you want to make an objection, please contact and we will let you have a response without delay.



This policy may be amended from time to time.  If we make any material changes we will make Members aware of this in advance.


Further Information

If you would like any further information on how your information is used, how we maintain the security of your information, or your rights to access information we hold on you, please contact our Data Protection Officer on and we will be happy to help.

Further information is also available from the Information Commissioner’s Office, and you can also contact them if you are unhappy with the way in which we have responded to any request or complaint.

A printable version of this page is available here.