Privacy Policy

IPMS (UK) Great War SIG Privacy Policy

The IPMS (UK) Great War SIG (“GWSIG”) collects information about its members to support its activities as a non-commercial hobby association. This Privacy Policy explains how we collect, store and use the personally identifiable information that we hold.

Data collected from GWSIG members

We hold the following data for every GWSIG member:

  • Name
  • Email address

The following additional data may also be held, although it is optional and may not be applicable to every member of GWSIG:

  • IPMS membership number
  • Location – this is no more specific than a town, often it is just a country.
  • Company/Group - some members run modelling-related companies, run other IPMS SIGs or branches, or belong to other model clubs.
  • Telephone number
  • Interests
  • Date Joined

How data is collected and stored

When you join GWSIG we record your name and email address. These are stored in the contacts list for the GWSIG Google account.

The GWSIG Leader maintains a membership spreadsheet that holds the data listed above. This is the “master list” of GWSIG membership.

GWSIG members should send details of any changes to their personal data to great.war.sig@gmail.com.

Access to GWSIG data

The GWSIG Google account can be used to view names and email addresses plus any additional data that may be captured through the GWSIG website. Access to this account is password protected, and only the GWSIG Leader, GWSIG Deputy Leader and editor of the GWSIG newsletter have access to this password.

The GWSIG “master list” membership spreadsheet is held on the GWSIG Leader’s personal computer, which is password protected.

How the data is used

Data collected by the GWSIG is used to communicate with members, arrange events and facilitate the effective running of the GWSIG.

It is also used to periodically distribute, or notify members of the availability of, the GWSIG newsletter, “Cher Ami”.

Questions concerning aspects of modelling the Great War are sometimes received from other IPMS members or members of the public. We will use the data we hold to forward these questions to member(s) of the GWSIG that may be best able to assist in answering them. Your email address will not be passed to the enquirer by the GWSIG.

Each year the GWSIG has to complete a SIG return for IPMS (UK). This return must include the names of five SIG members along with their IPMS numbers to meet the requirements for being a legitimate special interest group, as defined by IPMS (UK). Members selected for inclusion in the SIG return will be asked via email to give their consent beforehand.

The data held by GWSIG is not shared with any third parties, apart from the information required for the SIG return to IPMS (UK), nor will it ever be sold for commercial purposes.

Data rights and retention

GWSIG members may request a copy of the information we hold at any time, and we will respond to any request within one month.

If two sequential email distributions and/or notifications of the GWSIG Newsletter results in a “bounced” email from a member’s email address, we will assume you no longer want to be a member of the GWSIG and we will delete your personal information.

We will inform GWSIG members immediately if we think any personal information has been compromised.