Photography Club Privacy Policy

This Privacy Policy outlines how the Photography Club (“we,” “our,” or “the Club”) collects, uses, protects, and shares your personal information. By joining the Club or participating in our activities, you agree to the practices described below. Information We Collect We may collect personal information such as your full name, email address, phone number, age, photography interests, and emergency contact details. This information is typically gathered during registration, event sign-ups, surveys, or through online platforms. Purpose of Data Collection Your personal data is collected for purposes including, but not limited to, membership management, event coordination, internal communication, safety planning, and improving club services. We do not collect more information than necessary for these purposes. Communication We use your contact details to send you information related to club events, updates, workshops, newsletters, or changes in policies. You may opt out of promotional emails at any time, but essential club-related notices will continue to be sent. Emergency Contact Use Emergency contact information is collected solely for your safety and will only be used in case of a medical emergency or other critical situation during club activities. Website and Social Media Interactions If you interact with the club via our website or social media platforms, we may collect non-identifiable data such as IP addresses, browser types, and interaction history to improve user experience and site functionality. Photography and Media Consent Members may be photographed or recorded during club events. These images may be used for club-related marketing or documentation. You may request to opt out of being photographed by notifying the club in writing. Photo Submission Rights When submitting images for contests, exhibitions, or online features, you maintain full copyright but grant the club permission to use the images for promotional purposes, with proper credit. Data Storage and Security Your personal information is stored securely, whether electronically or in physical form. We take reasonable measures to protect your data from unauthorized access, alteration, or loss. Sharing Information with Third Parties We do not sell, rent, or trade your personal data. Information may be shared with trusted partners only when necessary—for example, with venue coordinators or printing services—strictly for club-related purposes. Third-Party Platforms Our website or communications may contain links to third-party platforms (e.g., Instagram, Eventbrite). We are not responsible for their privacy practices. We recommend reviewing the privacy policies of those platforms separately. Access and Correction of Personal Data You have the right to request access to the personal data we hold about you. If any information is incorrect or outdated, you may request that it be updated or deleted from our records. Data Retention We retain your data only for as long as necessary to fulfill the purposes described in this policy. Inactive member information may be archived or securely deleted after a reasonable period. Parental Consent for Minors For members under the age of 18, we require parental or guardian consent for the collection and use of personal data, including emergency contacts and photo permissions. Cookies and Tracking Tools (If Applicable) If the club’s website uses cookies, these are used to enhance user experience by remembering preferences and analyzing site traffic. Users can manage cookie preferences in their browser settings. Member Directory and Group Communication In some cases, member names or contact information may be shared within the group (e.g., WhatsApp, email threads) for coordination. Participation in such groups is optional, and members may request removal at any time. Changes to the Privacy Policy The club reserves the right to amend this Privacy Policy as needed. All significant changes will be communicated to members, and continued participation will indicate acceptance of the revised terms. Withdrawal of Consent You may withdraw your consent to any aspect of this policy at any time by notifying the club in writing. However, this may limit your ability to participate in certain activities or services. Data Breach Procedures In the unlikely event of a data breach, affected members will be notified promptly, and we will take all reasonable steps to investigate and mitigate the issue. Use of Photography in Public Spaces Members should be aware that events may occur in public places where individuals may be photographed incidentally. These instances are generally permitted, though care will be taken to respect privacy wherever possible. Complaints and Inquiries If you have concerns about how your data is being used or wish to make a complaint, please contact the club leadership team. We will respond promptly and take necessary action.