Legal Stuff

New legislation, which came into force on the 25th May 2018, requires all organisations, no matter how small, to hold an official policy regarding the safe handling of members' data. The SCVA committee has now appointed a Membership Secretary who is responsible for this role.

Our new SCVA Privacy Policy is as detailed below:

Privacy Policy

Your Data and St Catherine’s Village Association

Here at the St Catherine’s Village Association (SCVA, we, us, our) we take seriously the care of the data we hold on both our member individuals and their families and on interested party non- member individuals (those who have asked us to keep them informed). We hope this Privacy Policy reassures every individual, whether member, non-member or ex-member that their data is carefully protected and used in accordance with good data practices and the law.

This Privacy Policy applies to all activities undertaken by the SCVA for the foreseeable future and forms part of the arrangement under which you are a member (including a member with an assigned role) or an interested party.

The SCVA’s email address is scva.membership@gmail.com and the postal address is SCVA Membership Secretariat, 18 Woodcote, Guildford, Surrey GU2 4HQ.

What We Know About You

Normally we hold your name (and where provided, those of your family members), your postal address including postcode, and any telephone numbers (landline and/or mobile, as applicable). If you have made non-cash payments to us, whether for membership, for entry to events or otherwise, we hold certain limited details of the bank account you used. Where you have provided it to us, we hold your email address. We may hold pictures taken at SCVA events in which you are identifiable.

How We Obtained Your Data and How We Protect It

In the main we obtained your data when you became a member and/or most recently renewed your membership, and/or communicated your current or updated details to us.

Where membership or interested party data is stored on any electronic device we protect it by ensuring there is a secure PIN or password in place and ensuring that security related software updates are applied in a timely fashion.

Where membership or interested party data is stored in hard copy form we protect it by ensuring the storage location is a secure restricted access environment.

Further, we protect your data by ensuring that it is only available for use by the SCVA on a “need to know” basis and that any copies which were required to be made are securely destroyed when they serve no further purpose.

We undertake proportionate efforts to ensure the correctness of your data.

SCVA Privacy Policy v1 – 16 May 2018

How We Use Your Data

We use the data you give us to carry out the objectives of the SCVA as outlined in the SCVA constitution i.e. the set of rules that govern what the SCVA does and, as applicable, your membership of the SCVA.

We use your data to inform you of the activities at, or by, the SCVA, both as planned for the future and to report on activities and/or events that have taken place, as well as information on matters of general interest to St Catherine’s.

In addition and depending on any specific defined and/or agreed role you play in, or sponsored by, the SCVA, we use your data to enable you and us to carry out effectively and efficiently the duties and activities associated with your role.

We never share your data with any unauthorised parties and we will never sell on any of your data or your contact information.

Lawful Basis for Using Your Data

We shall always ensure that when we use your data we have a lawful basis for doing so. In the main, the lawful bases for using your data shall comprise those of legitimate interest, performance of a contract and/or consent. By exception there may be other lawful bases that apply.

Access to Your Data

We will tell you what data we hold about you if you ask us. Please address any such request in writing to the SCVA correspondence address provided above. You may use the same approach if you believe that there is an error in the data we hold about you and you wish to correct that – in such a case please clearly specify the nature of the error you wish to have corrected.

Your Right to Be Forgotten

You are welcome to have your data removed from the records held by the SCVA at any time (provided there is no legal ground that obliges us to retain that data or that otherwise lawfully overrides your right to be forgotten). You can do this by writing to the SCVA correspondence address provided above.

Subject to similar qualifications as mentioned above, we shall erase your data from our records when you have ceased to be a member or notify us that you are no longer an interested party.

SCVA Privacy Policy v1 – 16 May 2018

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St Catherine’s Village Association

RULES

(July 1965 as amended to March 2010)

1. Name

The Association shall be called The St. Catherine’s Village Association.

2. Object

The object for which the Association is formed is to preserve and maintain the amenities of the residential area of St. Catherine’s, Guildford.

3a) Membership

Membership of the Association shall be open to all persons who accept the objects of the Association, and upon approval by the Committee and payment of his first subscription a member shall be entitled to all the benefits and privileges of membership and be bound by these Rules.

The Committee may expel any member of the Association whose conduct shall, in the opinion of the Committee, be injurious to the character and interests of the Association, but before doing so they shall give the member full opportunity to appear before them and justify his conduct. An expelled member shall forfeit all privileges of membership.

3b) Application for Corporate Membership of the Association shall be open to corporate bodies within St Catherine’s that accept the objects of the Association, and upon approval by the Committee and payment of the first subscription the corporate member shall be entitled to certain rights and privileges as determined from time to time by the Committee. The annual subscription for corporate members will be proposed by the Committee and approved by a majority of at least two-thirds of the members present voting thereon at a general meeting. The annual subscription for corporate membership shall be at least £10 (Note 4).

4a) Subscription

Any changes in the annual subscription for members will be proposed by the Committee and must be approved by a majority of at least two-thirds of the members present voting thereon at a general meeting. (Note 4)

4b) The annual minimum subscription shall be £2 (Note 1), which shall cover all members in the same family and residing in the same household, excepting where a household consists of only one person, the minimum annual subscription shall be £1 (Note 1).

4c) All subscriptions (except the first subscription of a new member) shall be payable on the first day of January (Note 2). Any member failing to pay his subscription within three months after such data shall therefore cease to be a member.

5. Management

The management of the Association shall be vested in a Committee consisting of not more than nine members elected at the inaugural meeting and thereafter annually at the annual general meeting. In addition, the Honorary Secretary and Honorary Treasurer who shall be elected in like manner, shall be ex officio members of the Committee. The Committee shall have power to appoint a member to fill a casual vacancy on the Committee until the next annual general meeting.

6. Committee Meetings

The Committee shall at its first meeting appoint the Chairman and, at its discretion, a Vice-Chairman, from among its members who shall hold office until the next annual general meeting and shall occupy the offices of Chairman and Vice-Chairman respectively at all general meetings of the Association during the year. The Committee shall meet as often as they shall think necessary to deal with the affairs of the Association. Four Committee members (including ex officio members) shall constitute a quorum (Note 4).

7a) General Meetings

The Committee shall convene an annual general meeting in the month of March in each year, and shall give fourteen days notice of such meeting, and of the business to be conducted thereat to all members. The purpose of the annual - general meeting shall be as follows:-

To receive from the Committee a report and statement of account for the preceding financial year.

To appoint a Committee and. other officers of the Association for the ensuing year, nominations to be notified to the secretary in writing at least 3 days prior to the date of the meeting.

To decide on any Resolution submitted to the meeting, due notice of which shall have been given to the Honorary Secretary not less than three weeks before the date of such meeting.

7b) The Committee shall have power by at least seven days notice in writing to the members to convene a general meeting of the Association at any time during the year for the purpose of reporting to and obtaining the views of the members on matters arising of interest to the Association, and shall convene such a meeting within twenty-one days of receiving a requisition so to do signed by not less than five members. Such requisition and the notice convening the meeting pursuant thereto shall set out details of the Resolution or Resolutions to be proposed.

8. Accounts

The financial year of the Association shall end on the 31st day of December (Note 3) in each year. The accounts shall be made up as soon as possible after that date and shall be audited by two honorary auditors to be appointed at each annual general meeting from amongst the members of the Association (other than members of the Committee).

The auditors shall complete their audit not less than three weeks before the date of the annual general meeting.

9. Alteration of Rules

These Rules may be added to, repealed or amended by Resolution at any annual or special general meeting of the Association, carried by a majority of at least two-thirds of the members voting thereon.

July 1965

Notes:

Amended 1991.

Amended AGM April 1993

Amended AGM April 1993

Amended AGM March 2010