Berkshire Geoconservation Group (BGG)

Privacy Policy

Personal Data and BGG

An individual’s confidentiality is protected by the Data Protection Act and, from 25th May 2018, the General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and the Privacy and Electronic Communications Regulations 2016 (PECR). Personal information supplied by members to BGG will be kept on file and stored securely. Paper copies of Membership Application forms will also be kept securely or securely destroyed after processing. Membership data will be deleted once the member has left the organisation. However, names and the reason for resigning (but no other information) will be kept for historical purposes.


Membership Application forms request some Personal Data and the applicant’s preferred means of communication.

Personal Data

These data include title, name, address, post-code, telephone number(s) (optional) and email address (optional). This information is required to provide the service that is expected by a BGG member. These data will be stored securely.


Photographs sent to BGG for our use and publication remain the copyright of the owner but the owner grants a licence to BGG in perpetuity to publish, retain and grant licence to them providing this is lawful and within current regulations. Photographs of identifiable minors must have written parental consent supplied before they can be accepted.

Photographs of minors submitted and retained by BGG prior to May 2018, where written parental consent may not have been recorded, can be requested to be removed from the records by writing to the BGG Data Controller by post at our postal address as published on our website or by using the link contact Data Controller

Access to BGG data

BGG will not share members’ information with any other company or organisation, without the explicit permission of individual members, unless required to do so by law.

Members have the right to access a copy of the information BGG holds about them (a subject access request) obtainable, subject to proof of identity, from the BGG membership secretary by post at our postal address as published on our website or by using the link contact membership secretary

Members have a right to object to the ICO (Information Commissioners Office) if they feel that BGG is not handling their data in a satisfactory manner.


The BGG will ask members to provide their formal consent to receive their communications either electronically or by hard copy through the post.

We will use a member’s personal data to send:

  1. AGM (Annual General Meeting) and any SGM (Special General Meeting) information will be sent electronically, or by post to those members who do not provide us with an email address.

  2. Other communications relating to BGG activities, such as notification of events or matters that BGG thinks will be of particular interest to members.

Note: With the exception of notices for General Meetings (AGM, SGM) members can opt out of any/all BGG communications at any time by contacting the BGG membership secretary by post at our postal address as published on our website or by using the link contact membership secretary


Cookie policy: Cookies are small text files that your browser stores on your computer. BGG does not use cookies for any purpose.

Contact via the website: BGG is committed to ensuring that your privacy is protected. If you provide us with your name, email address or other details it will only be used by BGG for the purpose of acting upon your inquiry, comment or the information you provide. It will not be shared with third party organisations outside BGG. A record may be kept of your inquiry, suggestion or comment and used to make improvements to our organisation or the information that we publish.

Copyright: The website and its content are copyright of BGG except where stated otherwise. Any reproduction or redistribution of content is not allowed other than as follows:

  • You may print or download content for your personal and non-commercial use only.

  • You may copy the content to other individuals for their personal and non-commercial use, provided that you acknowledge BGG as the source.

  • Non-profit organisations may use BGG material with permission. Where BGG material is used, the source should be acknowledged, for example: ‘Photographs copyright Berkshire Geoconservation Group.’

You may not, except with our permission, distribute or commercially exploit the content of the website nor post the content on another website.

Terms of use: The content of the website is for information and interest and while every effort is made to ensure that the information is accurate and up to date, this cannot be totally guaranteed. The links to other websites have been provided in good faith but BGG has no responsibility for, nor has it any control over, their content and BGG does not necessarily endorse any views expressed therein. BGG is not responsible for the privacy policies or practices of third party websites.

This policy has been approved by the BGG Committee

Signed: BGG Data Controller: 23rd March 2018

To be reviewed in 2023 or earlier if required.