Exeter Camera Club Rules

Privacy Statement and Personal Data Protection
Terms of Reference for Members of Club Committee

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Rules of Exeter Camera Club

  1. Club Name – The Club shall be called the Exeter Camera Club
  2. Club Objectives – The objectives of the club are the furtherance of PHOTOGRAPHIC ART and TECHNIQUE among amateur workers and others; by exchanging of friendly ideas and mutual assistance among members, as well as organising and holding lectures, demonstrations, workshops, exhibitions etc
  3. Club Membership – Any person interested in, or practicing photography as an amateur or professional who agrees actively to support the club’s objectives, may apply to an officer of the club for membership. Membership is subject to agreement by the Committee.
  4. Club Subscriptions – Subscriptions shall be such amounts as are from time to time determined by the AGM, or by a Special General Meeting. All subscriptions shall be due on the 31st May (or as agreed). If the renewal subscription is not received by this date membership will be deemed to have lapsed. Those renewing after that date will be treated as new members and placed on a waiting list for membership should one apply.
  5. Club Officers – The officers of the club shall consist of a President, at least one Vice Presidents, Honorary Secretary, Honorary Treasurer, and such other officers as may from time to time be decided. Any member of the club elected to an Officer post must be prepared to make a practical contribution to the organisation and management of club activities. All officers are to be elected each year at the AGM. The President may only serve for two consecutive years
  6. Club Management – The affairs of the club shall be managed by a Committee consisting of the officers listed in Rule 5 above and any additional Club members as from time to time be deemed necessary. These officers and any ordinary club members are to be elected annually at the AGM. No ordinary club member may serve on the committee for more than two years consecutively
  7. Annual General Meeting – The AGM of the club shall be held no later than the end of Feb each year, and its business shall include: the Minutes of the previous AGM, Annual Report of the President and Hon Sec, Audited Statement & Balance Sheet of club finances externally reviewed by an appropriately qualified financial examiner, Election of Committee Members & appointment of Auditor or Financial Examiner. One quarter of the membership shall constitute of Quorum
  8. Special General Meetings – A Special General Meeting can be called at any time by the Committee, or on receipt by the Hon Secretary of a requisition signed by no less than one quarter of the members. 14 days notice must be given to all members of any SGM, with particulars of all business to be transacted. No business, other than that appearing on the notice of such a meeting shall be transacted. One quarter of the membership shall constitute a Quorum
  9. Distribution of Club Rules – A copy of these rules shall be supplied to every member of the club, and an up to date copy displayed on the club notice board. No alterations to these rules shall be made except at an AGM, or a SGM
  10. Nominations & Propositions – Any nominations and propositions for consideration at an AGM shall not be accepted unless provided to the Hon Sec, and signed by 2 members of the club as proposer and seconder
  11. Committee Discretion – In the event of anything occurring, which is not provided for or not clear in these rules, the Committee shall have the power to deal with the same, at its discretion
  12. Conduct of Members – All members shall abide by the Rules of Exeter Camera Club, and when attending any club event at the The Cardinal Newman Centre members must abide by the their Rules. The name of any member whose conduct, in the opinion of the Committee, is deemed prejudicial to the interests of the club shall, after due notice to that member, be removed from the Club Membership list
  13. Dissolution – The Club may dissolve only by the consent of three quarters of the members present at a Special General Meeting called for that purpose. Such a meeting shall appoint a Liquidator and decide on the disposal of all the club funds and assets
  14. Effective Date of Rules – These rules are as amended and agreed at the Annual General Meeting held on 27th February 2014
  15. As agreed at the SGM in January 2024 Rule 5 has been changed to at least one president.

Terms of Reference for the Members of the Committee
Posts Subject to Rule 5

Club President

To be responsible to the Club Committee for ensuring that the Club is viewed as a progressive and welcoming organisation, including:
Representing the Club in all matters relating to the photography world in general and the wider community of Exeter and beyond. Taking the lead on Club nights; introducing and looking after guests, meeting and greeting new members etc. Maintaining a good general knowledge of developments in the world of photography. Being able to demonstrate a charismatic and approachable nature. Chairing Club Committee Meetings and the AGM.

Vice President (Incoming )

To be responsible to the Club Committee for ensuring that the Club President is appropriately supported in their role and for providing cover during the absence. Providing general support to those members carrying out ex-officio roles. Undertaking other specific areas of work as designated by the Committee.

Honorary Secretary

To be responsible to the Club Committee for corresponding with other organisations and for the maintenance of Club records, including:
Acting as the recipient of all letters and other correspondence addressed to the Club and ensuring that this is properly distributed to the appropriate person(s). Maintaining accurate and up to date correspondence records and files. Coordinating agenda, recording minutes and distributing papers for Committee Meetings. Overseeing the publicity and other published materials, issued in the name of the Club, including assisting with their publication and distribution. Liaising with the Club’s Webmaster and provide assistance with the maintenance of the Club’s website as required. Ensuring that the Club has access to appropriate legal advice as and when this is required.

Honorary Treasurer

To be responsible to the Club Committee for managing the Club’s cash flow and maintaining accurate and up to date accounts, including:
Liaising with the Bank on all matters related to the Club’s bank accounts. The regular banking of all cash and cheques made in payments to the Club and the prompt payment of all accounts and debts owed by the Club. Overseeing fund raising activities and ensure that those raising money on behalf of the Club are suitably briefed and resourced. Providing an up to date statement of accounts at each of the regular Committee meetings and an annual statement of the Club’s financial position at the AGM. Liaising with the Club’s financial examiner. Ensuring that the activities and equipment of the Club are sufficiently insured.

Other recommended Committee Posts – not subject to Rule 5

Programme Secretary

To be responsible to the Club Committee for coordinating the activities of the weekly meetings of the Club so that as far as is possible they meet the requirements of the Membership, including:
Creating opportunities for members to comment on/make suggestion etc for the annual programme of Club meetings. Organising and publishing the annual weekly programme of Club Meetings; including liaising with guest speakers prior to their presentation date to ensure everything is in place. Contacting and negotiating with other clubs and photographic groups over arrangements for inter- club events. Reporting back to the committee on programme issues as and when required

Membership Secretary

To be responsible to the Club Committee for matters related to Club Membership recruitment and retention, including:|
Sending out membership payment reminders to existing Members at the start of the club year and recording payments.

  • Maintaining an up to date data base of membership details, including contact information, and circulating this to the other Committee members on a regular basis. Members’ details must be dealt with within the Data Protection Act regulations(i.e. these details are confidential and can only be given to committee members who need to contact other members on club matters).
  • Liaising with new Members; Making membership forms available on club nights receiving completed membership forms and fees and passing on fees and forms to the treasurer once the data bases have been updated.
  • Writing an annual membership report to be presented at the AGM.
  • Providing a signing in sheet for members on club nights and maintaining a record of attendance for reporting to Committee on a regular basis.
  • Reporting back to the committee on membership issues as and when required
  • To implement and operate a buddy system for new members.

Committee Member

To be responsible to the Club Committee for ensuring that the views of individual members and specific interest groups are brought to their attention and are given appropriate consideration. Actively seek the views and opinions of minority sections of the Club and ensure that these are appropriate considered in any decisions concerning the management of the Club.

Competition Secretary

Determine subjects for the 2 club internal competitions and arrange for judges of appropriate standard ensuring they are fully briefed on ECC judging criteria.

Responsible for producing and updating said criteria. Encourage club members participation in external competitions and exhibitions including but not exclusively those of the WCPF and PAGB.

Data Protection Policy

Who we are

Exeter Camera Club

Our website address is: http://exetercameraclub.co.uk

GDPR Privacy statement

Exeter Camera Club (ECC) is dedicated to protecting members’ privacy and understands that you may be concerned about what happens to the information which you provide when joining. This Privacy Statement is intended to explain how the personal data, which you provide through membership, is used and to demonstrate our commitment to privacy and protecting your information. By accepting membership of ECC you consent to the use of your data as outlined in this privacy statement.

What information do we collect from you?

We collect the information that you provide to us when you join the ECC. This information may be supplemented by information which you provide when taking part in special club events or when submitting work for competitions or exhibitions. We will update the information we hold on you when you provide us with changes to your personal data and we urge you to ensure that your data is up to date.

How is your personal data used?

To administer memberships
To communicate with you about ECC activities
When organising external workshops.
We will not pass on your details to any third party for their direct marketing purposes

ECC will further provide your contact details to those within the organisation that need it: To process membership records; To manage competitions and or exhibitions; or to send out correspondence supporting club activities

To whom will we provide your data?

ECC may be required to provide your name and contact details to hosting venues for club meetings, exclusively to comply with their obligations under health and safety regulations.

ECC will further provide your contact details to those within the organisation that need it in order to process membership records, to manage competitions and or exhibitions or to send out correspondence supporting club activities

Where can I find out what information ECC holds about me?

If at any time you wish to know what information we hold about you, please speak to the Membership Secretary. If necessary, you can ask to rectify or complete any inaccurate or incomplete personal information which we hold about you.

What happens to my data when I leave the ECC?

The club will remove personal data of ex members from the database. If you would like to be assured that your data is removed immediately when you leave, please contact the membership secretary

What rights you have over your data including your photos?

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Club members agree to grant ECC a non-exclusive perpetual licence to use such photographs exclusively for the purpose of promoting the club via its web site or by any other means of publication. Occasionally ECC may choose to upload photographs on to the clubs website. All entries must be the original work of the entrant, that they own the copyright and that they do not infringe the copyright or other rights of any other party or any laws.

The member can choose to withdraw their consent for the club to use their photos for promotional purposes, by writing to the Competition Secretary. This would not preclude the member from giving consent to the use of a photo on a one-off basis again in writing to the Competition Secretary.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Who we share your data with?

If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data including your photos

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Club members agree to grant ECC a non-exclusive perpetual licence to use such photographs exclusively for the purpose of promoting the club via its web site or by any other means of publication. All entries must be the original work of the entrant, that they own the copyright and that they do not infringe the copyright or other rights of any other party or any laws.

The member can choose to withdraw their consent for the club to use their photos for promotional purposes, by writing to the Competition Secretary. This would not preclude the member from giving consent to the use of a photo on a one-off basis again in writing to the Competition Secretary.

Where we send your data

Visitor comments may be checked through an automated spam detection service.

Child & Vulnerable Adults Protection Policy

Exeter Camera Club (ECC) meets at Coaver Club, Matford Lane, Exeter EX2 4PS. The venue has wheelchair access and there are no stairs to the meeting room.

ECC welcomes anyone with an interest in photography, but stipulates:

  1. All members of ECC must be over 18 years of age.
  2. Any visitor under the age of 18, must be accompanied at all times by a parent or legal guardian when involved in club activities (including outside events under the control of the club). The parent or guardian does not need to be a club member.
  3. Images of children that are displayed during club events or entered into competitions must have prior permission from the Child’s parent or legal guardian. It is the responsibility of the author of the image to adhere to this requirement.
  4. No person under the age of 18 or considered to be vulnerable is permitted to be a model during club controlled events.
  5. When the club is involved in public events where children may be photographed, it is the responsibility of the individual to ensure that they comply with any national and local laws, by-laws or policies that prevail at that time and place.
  6. Vulnerable adults who normally have the services of a carer must be accompanied by an approved carer at all times during club events. The needs of vulnerable adults will be assessed on a case by case basis by a named club official.

Your Rights As A Photographer

HOW TO STAY ON THE RIGHT SIDE OF THE LAW

What are your rights as a photographer in public and private spaces?

It’s important you know what you can and can’t photograph –  this is essential knowledge for every photographer. 

You have the right to photograph any subject as long as you are in a public place and it is not done for the purposes of terrorism.

You have the right to keep any photographs you take unless confiscated via a warrant.

You do not need permission from your subject to take their photograph.

You own the copyright to any photographs you take, not the subject.

You cannot be removed or restricted from taking photographs from a public place.

Your photographs must not be forcibly viewed by a police officer unless they have good reason to do so.

YOUR RESTRICTIONS

Your restrictions as a photographer

Your photographs may not be indecent.

You may not take photographs in a private establishment or location without permission.

You may not take photographs for the purposes of terrorism.

You may not take photos for commercial purposes in Trafalgar Square or Parliament Square without permission of the Mayor!

You may not be persistent or aggressive to a subject as this may be defined as harassment.

It is advisable to get written permission from your subject or relevant authority before using a photo of a person or a building in commercial projects e.g brochures or leaflets.

COUNTER-TERRORISM ACTS

These relatively new acts have been used to restrict access for photographers in the following circumstances:

You cannot take a photograph of a police officer or member of the armed force or security services which could be considered as useful to a terrorist. This is a vague caveat and one which could leave you open to problems. Consider this when taking photographs of any authority figure.

If you are arrested under section 58A of the Terrorism Act 2000 must show they had reasonable suspicion that the photos/ video were for terrorism purposes.

PUBLIC OR PRIVATE?

Although you are perfectly within your rights to take photographs from a public place, it can be difficult to distinguish exactly where private property begins and ends.

Some places that could be private property are:

Pavements outside private buildings.

Shopping centres.

Tourist landmarks like the Millennium Wheel, Trafalgar Square or Parliament Square for example — please note this provision is for commercial purposes only.

Any court of law — it is in fact a criminal offence to take photographs in a court.

CHILDREN

Every photographer should be aware of their legal responsibilities when photographing the public, particularly children.

Children are viewed as vulnerable subjects and many photographers with innocent intentions have found themselves in difficult situations with the law.

Children can be challenging subjects. They do not like to pose and often find it difficult to appear natural when they are being photographed. However, some of your best portrait shots can be achieved in photographing the joy and wonder of childhood.

However, if you are taking photographs in a public place like a school hall, sports event or even just on the street, there are some guidelines you must follow.

Read on to discover the laws governing the photography of people and children,

The first thing to note is there is no specific law in the UK* against photographing people, even children. It is your right as a photographer to take a photo of whatever subject you like, providing your subject is not in a place where they might reasonably expect privacy (in their own home for example).

You may find that you are told not to take photographs at events by an official or a teacher. They do not have any jurisdiction under law to prevent you from taking photographs.

There have been cases of photographers being arrested or being asked to leave public events due to photographing children. Although we always suggest common sense, it is important that you know you have done nothing wrong in photographing these events.

Please note: this is UK law, other countries laws may differ

AWKWARD QUESTIONS

You may receive some questions or comments from your subjects and we have detailed an appropriate response to these:

”You have no right to take a photo of me or my child!

By law, you can take a photo of anyone from any public place. If it is a private establishment like a bar for example, you must get permission from the owner.

“You can’t use those photos unless I sign a model release form.”

There is no requirement for you to sign a model release form under UK law, unless you intend to use the image in commercial work like advertising. It is advisable to get a model release form signed under those circumstances.

 “You are invading my privacy.”

There are no specific privacy laws prohibiting you from taking photographs apart from a location where your subject might reasonably expect privacy. It would not be reasonable to take a photo of an unwilling subject through their living room window, obviously.

“I would like to see your photography license or ID”

You do not need a photography license to take photos from a public highway or with consent within a private establishment.

“I do not like that image of me/ my child — I want it deleted”

Your subject has no rights or ownership to the image. Any attempt to take the image against your will is against UK law. This goes for figures in authority like security guards or police as well as the general public.

No-one can take your photos away from you without a police warrant.

“My child is/ I am under 16, so you cannot publish the photo.”

There is no age law to prevent the publication of any photos regardless of the age of the subject. There are indecency laws which cover all imagery and you should, of course, be aware of those.

DO….

1.… be polite and respectful.

2.… ask permission to take photographs from a parent or guardian where appropriate.

3.… act responsibly and sensibly using a commons sense approach.

4.… be prepared to answer any questions about your rights as a photographer.

5.… be non-confrontational in your dealings with others.

6.… remember, different countries will have different rules and customs.

7.… put personal safety first.

… feel free to publish your work without the permission of your subject.

DON’T…

1.… frighten or intimidate people to get a photo.

2.… follow people around or harass them.

3.… take photos where people might expect privacy.

4.… get angry or upset if stopped by a member of the public or the police. Keep calm.

5.… be secretive or act suspiciously. You have every right to take photos in a public place.

6.… place yourself in a dangerous or awkward position that could cause harm to yourself or others e.g in front of a fire escape.

7.… forget your insurance!

Enrol on one of our online photography courses today to find out more about this and discover more help and photography advice.

All advice is considered correct at the time of writing however you should not consider this legal advice. If you are unsure, seek advice from a legal professional.

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No warranties are expressed or implied by Exeter Camera Club in respect of any information provided as to it’s performance, accuracy, quality or suitability for any purpose and in no circumstances will member, official or copyright holder be liable for any direct, indirect, incidental or consequential loss or damages resulting from the use of such information.