Data Protection & Safeguarding Policy

Lymington & District Naturalists’ Society

Data Protection Statement

This statement sets out how Lymington & District Naturalists’ Society protects the rights and privacy of members when collecting, storing and using personal data. Personal data is information about a person which is identifiable as being about them.

The Society holds the names, postal addresses, email addresses, date of joining and occasionally telephone numbers of its members. It does this in order to tell members about the activities of the Society, to send newsletters, programmes, membership renewal and AGM information.

Members’ data is stored on a database on a password protected computer and is managed by the Membership Secretary; email addresses are also stored on the Society’s email account contacts list. Other committee members may have access to the data from time to time for Society business.

Membership data are deleted within a year after membership lapses but members have the right to ask for their data to be deleted at any time. They may also ask to see any of their data held by the Society.

Data are never shared with anyone outside the Society without the member’s explicit consent.

Names and telephone numbers of walk leaders and some committee members are printed in the programmes that are distributed to members.

Reviewed September 2019


Lymington and District Naturalists' Society

Policy for Safeguarding and Protecting Members from Harm
The aim of the society is to promote the knowledge and enjoyment of natural history through a programme of lectures and field meetings.  The society also has a duty to keep members and visitors safe and to protect them from physical and emotional harm.  This duty is, in part, exercised through the development of respectful relationships between members.  We expect our members and visitors to behave with tolerance and courtesy towards each other, to value diversity and individuality and to take the knowledge, views, opinions and feelings of others seriously.
Lymington Naturalists accept the responsibility to take reasonable and appropriate steps to ensure the welfare of our members and visitors. 
Members of the society
Every member of the society has a responsibility to be familiar with this safeguarding policy.
Members should be alert to any disclosures of apparent abuse or to inappropriate behaviours during meetings which might cause concern and must be prepared to pass on their concerns or suspicions to the Society’s designated Safeguarding Lead (SL) or to the Chairman.   Every report will be taken seriously and be considered promptly by the SL in conjunction with the Chairman and appropriate action will be decided upon and followed through.  
Concerns can be raised in person or by requesting contact via the Society’s email account
Causes for concern might include the following, although the list is not exhaustive
·         sexual harassment, abuse or exploitation
·         criminal exploitation
·         financial exploitation
·         bullying or harassment
·         discrimination on any grounds of the Equality Act 2010
·         negligent treatment
·         domestic abuse
·         self-neglect
·         physical or emotional abuse
·         cyber scamming
The designated Safeguarding Lead (SL) will: 

·        Work together with the Chair if any incidents or concerns are reported

·        Take swift and appropriate action in the event of incidents or concerns

·        Support the individual who discloses the concern

·        Share information with appropriate agencies when necessary

·        Ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained securely

·        Provide or source appropriate advice to the Chair and Committee on all matters connected with safeguarding

·        Keep safeguarding training needs under review and keep records of any carried out

·        Stay aware of changes to legislation as well as current affairs, trends and themes which could influence policies and practices

·        Keep the results of any DBS check securely and confidentially

 The responsibilities of the Committee: 

·        To value all members equally and model appropriate behaviours at all times

·        To engage with safeguarding issues and have a clear understanding of how safeguarding and protecting people from harm is managed within the society

·        To take steps to ensure members are aware of the safeguarding policy

·        To review the policy annually or sooner if there is any significant change in circumstances or in the event of a serious incident and to ensure the policy follows statutory requirements as well as Charity Commission guidance and remains an effective, up-to-date and fit-for-purpose tool

·        To keep safeguarding as a standing item on meeting agendas

·        To decide when a DBS check is appropriate and to ensure it is carried out

·        To provide a safe environment on field meetings and at lectures with due regard to Health and Safety measures

·        To provide adequate Public Liability insurance

·        To protect members’ personal data (see separate GDPR policy)

·        To undertake not to publish images of members without permission (see GPDR statement)

·        To provide a safe environment for members on the Society’s social media platform

·        To review past concerns raised to identify any lessons to be learnt and to make sure they were handled appropriately,

·        To ensure that the Committee is broadly representative of the membership, with a range of views being expressed in an open manner

Named designated Safeguarding Lead (SL):  Diane Potter
Date for next review of policy:   June 2022