The Franco-Britannique Association

The « Association Culturelle Franco-Britannique du Comptat Venaissin, » uses a limited amount of personal data to communicate our events to you. How we collect, store and use your data is described in this Privacy Policy.

We manage personal data ourselves with no other third party – we are the data controller.

What data /information we collect and when

What data is collectedWhen and for what purpose
Name, address, email, phone number/s. Main language/s spoken. Nationality (optional). (Plus Information in respect of ‘Rights of use of Image’, on joining). When becoming a member of our association / renewing membership / requesting information about membership.
Name on Attendance List, for those taking part in association events / group meetings. At event or prior to an event as part of registration for the events / group meetings.
Information / preferences. Questionnaires

We do not collect any data likely to be considered sensitive.

How and when do we use your data? Who do we share it with?

How data is usedWhen
By email
By post
By phone
By text
To communicate regarding:
  • Events, group meetings and other activities
  • Newsletters
  • Membership and renewal
  • Response to requests for information

Who do we share your data with?

  • Members of the Committee on a ‘need-to-know’ basis
  • Other members with your prior permission only
  • No other third parties

How we protect your data/information?

Computer stored dataPaper records
Password protectionSecure storage
Access restricted to Committee members on a ‘need-to-know’ basisScanning of documents held over a long period to be held as a computer record (eg Membership forms)
 Access restricted to Committee members on a ‘need-to-know’ basis

How long will we keep your data?

Unless you specifically request an earlier date in writing:

  • We will retain your data during your membershipWe will retain your data for one membership year after the last year of your membership of the Association, or your enquiry about membership.

How do we dispose of your data?

Computer stored dataPaper records
To implement the policy, detailed above, the process is followed :
Your data is removed from computer filesnAfter processing a Renewal Membership Form, any previously held paper copy is shredded.
The remaining files are renamed.Paper copies that are only required for specific events (e.g. reservation and menu choices or attendance sheets) are only held as long as is needed for administration purposes and then shredded.
Scanned documents (e.g. Membership forms) are permanently deleted after an updated equivalent has been processed and scanned. 

What are your rights and responsibilities in relation to the data we hold about you?

Your rights

  • You are entitled to see a copy of all data held by us and to amend, correct or delete such data.
  • You can specify limits/restrictions to the use of you data at any time.

We will comply with the above requests within one month whenever possible.

Your responsibilities

  • You are requested to inform us as soon as possible if the data we hold is either out-of-date or no longer applies.
  • You are asked to inform us immediately if you suspect / become aware that there is a personal data security risk, or there has been a personal data security breakdown, which has or could result in a risk to members of the Association.

What do you need to do if you have a complaint concerning our processing of your personal data?

If you have any complaints concerning our processing of your personal data please email the President: Mrs. Marie-Jacqueline Ballagh or write to "Association Culturelle Franco-Britannique du Comptat Venaissin", 35 rue du Collège , Carpentras , 84200 and request a copy of our ‘COMPLAINTS POLICY and PROCEDURES’.

You may download this text in pdf format from this page.


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