Contact Department Form
Use this form to contact all members assigned to a given role or department. To contact one particualr individual by name use this form instead.
Under new General Data Protection Regulations (GDPR) which come into force in May 2018 we are obliged by law to inform you of the following.
When you submit this form some data about you is sent and recorded electronically. Most of this is the information which you typed into the form, like your name, email address and message. A small part is other data that you did not type which is collected by the server.
- What happens to my data?
- It will be sent by email to the recipient(s) you chose at the top of the form.
- A record will also be stored securely in a database on our server.
- Why is the information recorded in a database?
- To keep a record of communications.
- As a back up system in case the email fails to send or be received.
- To record levels of user engagement on the website.
- Who can access the database?
- Persons with administrative access to the website, such as a website administrator or developer. This may be extended to Committee officers in future. It will not go beyond committee members or a developer working directly for the committee.
- What will they do with the data?
- They will be able to read the data. They may download back ups of the database for safe keeping off-line as a precaution against data loss.
- What won't they do with the data?
- Be assured that the above mentioned people with access to the data will not share or sell your data to any third parties.
- How secure is my data with you?
- As secure as we are able to make it. We will continue to do all we possibly can to ensure that the data is as safe as possible.
- What data that I did not type in do you record?
- We record the time and date that you submit the form, your current IP address and the web browser version that you are using.
- What info can you find out about me from my browser version and IP address?
- The browser can tell us what operating system you are using and sometimes what type of device. Your IP may reveal who your internet service provider (ISP) is, what network you use and the contact details of the owner of the ISP or network. In some cases your (very) approximate geographic location or that of your ISP.
- Why do you want that info?
- The time and date is primarily used for organising the data in chronological order and seeing how old a message is. The additional data is used for security purposes, to help prevent, detect, record and investigate any suspicious or malicious behaviour which could potentially compromise the security of the website or database. Honest visitors need not be concerned about it. The data may also be used to diagnose bugs or errors if they were to occur.
- In Summary
The data we record about you:-
- Who you sent the message to
- Your name
- Your email address
- Your telephone number (if supplied)
- The Subject of your message (if supplied)
- The text of your message
- The date and time you sent the message
- The name and version of your web browser
- Your IP address
- What if I don't like this?
- You may use another method to contact us if you don't want to use this form. If you have already made contact via the form, you do have the right under GDPR to request that we disclose to you the data that we hold about you. You also have the right to ask us to remove your data from our records. This can be done if requested, by contacting the website administrator.
- Why use a form at all and not just provide email addresses?
Email addresses that appear on web sites are routinely harvested, recorded, sold and bought by those who don't care about privacy or data protection, and used to send unwanted
junk mailto the owners of those addresses.
The form protects our members and associates from spam in two ways. Firstly by not revealing their email address to everyone on the internet. If you receive a reply from a member, it will likely be an ordinary email from their address which you can then write or reply to in the normal way. Secondly the form is programmed to detect and stop any suspicious behaviour or any visitor that appears not to be human. Spammers and hackers often use
robots(automated programs) to infiltrate web sites and forms rather than do it manually.
The form also allows us to keep a centralised record of communications.