Constitution

Name

The Group shall be called the Dorset Fungus Group

Aims

The aims of the Dorset Fungus Group shall be to :-

• investigate and record the fungi of Dorset
•  encourage an interest in the importance of fungi in everyday life, wherever possible  develop a greater understanding of fungi through forays, talks and workshops open to members of the group and the public
• increase the awareness of fungi through contact with local members of both professional and amateur groups which have environmental interests  promote the conservation of fungi and of threatened habitats of rare fungi.
• Membership Shall be open to all individuals who support the aims of the group.

Executive

The officers of the group shall be a Chairperson, Secretary and Committee Treasurer, together with such other members as elected at the Annual General Meeting.

Meetings

An AGM shall be held in April/May each year to receive an annual report, accounts of the previous year, and to elect officers.

Voting

Shall be by a simple majority of members present.

Finance

All money received shall be devoted to the aims of the group and shall be paid into a bank or building society account in the name of the Dorset Fungus Group. The Treasurer shall keep an account of all income and expenditure and provide a report for each meeting and a financial statement to the AGM. All cheques drawn against the account shall be signed by the Treasurer or as the account demands. The accounts shall be audited by a competent person.

Dissolution

ln the event of the group being dissolved any remaining funds will be passed, at the discretion of the Committee, to the Fungus Conservation Trust.

Amendment

The constitution may be altered as and when necessary by a the Constitution simple majority at the AGM. Where changes need to be considered before the next AGM, the constitution may be altered as and when necessary by simple majority vote at a General Meeting for which members must be notified at least 14 days in advance.

Constitution for Dorset Fungus Group as approved at the Annual General Meeting held on 24th January 2007.

• Dorset Fungus Group Data Privacy Notice

  Dorset Fungus Group complies with its obligations under the General Data Protection

  Regulation (GDPR) by ensuring personal data is processed lawfully and in a transparent

  manner; and that it is relevant and limited to what is necessary. We protect personal data

  from loss, misuse, unauthorised access and disclosure.

  The Dorset Fungus Group’s management committee is the data controller and is responsible

  for your personal data and decides how your personal data is processed and for what

  purposes.

  1. Your personal data – what is it?

  Personal data is anything that could allow a living person to be identified.

  2. Where does this data come from?

  Personal data comes from the members themselves when they join from the 1st April each

  year and annually thereafter if they renew their membership.

  3. What personal data is collected from you and why?

  The Membership Secretary collects personal data in the form of name, address, email

  address and telephone number, from the information supplied by each member on the

  membership form. This information will be used for the following:

  – to administer membership records; 

  – to record subscriptions paid by members;

  – to record our income and expenditure to ensure financial transparency;

  – insurance purposes;

  – to inform you of forays, news, and events

  4. Does the Dorset Fungus Group collect any “Special Category Data”?

  GDPR refers to sensitive personal data as “Special categories of personal data”. Dorset

  Fungus Group does not record sensitive personal data such as date of birth, age, race,

  colour or creed, credit card or any other similar personal financial information.

  5. On what lawful basis is your personal data collected and processed?

  Explicit consent: the individual has given clear consent for you to process their

  personal data for a specific purpose. Dorset Fungus Group achieves this by asking

  individuals to positively ‘opt in’ to gain consent:

  – to process personal information

  – to contact you with information regarding forays, social events, Annual General Meetings;

  and any last-minute changes in the programme.

  Legitimate Interests: the processing is necessary for your legitimate interests or the

  legitimate interests of a third party unless there is good reason to protects the

  individual’s personal data which overrides these legitimate interests. In the case of the

  Dorset Fungus Group which is a social organisation, the legal basis for holding and using the

  data is that of legitimate interests. We maintain the name, address, email and telephone

  numbers for insurance purposes, and subscriptions paid by individuals for financial

  transparency and accounting records.

  6. Sharing your personal data

  The Management Committee will treat all personal data as strictly confidential. The
  Membership Secretary will share your name and membership fees with the Treasurer to

  balance accounts and the Chairman and Secretary to send correspondence to members.

  When sending emails all recipients will be blind copied (Bcc) so their email address is not

  visible to others. We share our identifiers personal data with the Fungus Conservation Trust

  and pay an annual subscription to them for Public Liability Insurance cover to £5 million.

  Committee contact details will be shared among the committee, in order to run the

  organisation effectively. Committee members will not share each other’s contact details with

  anyone outside of the committee or use them for anything other than Dorset Fungus Group

  business, without explicit consent. The Dorset Fungus Group will not share your data with

  other third parties without your consent, unless legally obliged to do so.

  7. How is personal data stored?

  – The Chairman, Membership Secretary, Secretary and Treasurer laptops/ PC are

  password protected and have antivirus software.

  – When stored on paper it will be filed securely in a locked box/filing cabinet.

  – When we no longer need data, it will be permanently and securely deleted from

  computers and paper data will be shredded.

  – Website enables those with committee roles to have an @dorsetfungusgroup email

  address that forwards emails onto their personal email.

  – Dorset Fungus Group has a dedicated mobile phone: 07375 996014 to receive calls from

  prospective members, and members who come into difficulty on a foray or decide to

  leave early.

  – Photographs of members will be prohibited.

  8. How long will personal data be stored?

  – Membership records will be destroyed 7 years after membership has lapsed.

  – Incident/accident forms will be kept for the life of the organisation.

  – Financial records containing members names and subscriptions received will be

  destroyed after 7 years, to ensure financial transparency.

  9. Your rights and your personal data

  Unless subject to an exception under the GDPR, you have the following rights with respect

  to your personal data:

  – If you want to see the basic membership data we hold about you, contact the

  Membership Secretary. You can contact us, in GDPR terms, with a “Subject Access

  Request” if you want to ask us to provide you with any other information we hold about

  you, which we are required to provide within one calendar month;

  – The right to request that Dorset Fungus Group corrects any personal data if it is to be

  found to be inaccurate or out of date;

  – The right to request that your personal data is erased where it is no longer necessary for

  Dorset Fungus Group to hold the data;

  – The right to withdraw your consent to the processing at any time;

  – The right, to object to the processing of personal data;

  – The right to delete a deceased member contact details within one month of notification, or

  earlier if so requested.

  – The right to lodge a complaint with the Information Commissioners Office.

  10. Further processing
  If we wish to use your personal data for a new purpose, not covered by the Data Privacy

  Notice, then we will provide you with a new notice prior to commencing the processing.

  11. Contact Details

  To exercise all relevant rights, queries or complaints in the first instance contact Roger

  Armstrong, Chairman Dorset Fungus Group chairman@dorsetfungusgroup.com