Bedford Steam Engine Preservation Society – Privacy Policy

Name of Organisation:

Bedford Steam Engine Preservation Society, Registered Charity No. 291744 ("BSEPS") Created:  30th April 2018 – Last updated: First Issued
The following privacy notice applies from the time you apply to become a member/exhibitor of the BSEPS and provide us with personal information. It explains how we collect, store and use the personal information you provide to us or we collect from you. As a data controller, we comply fully with the relevant legislation on data protection. We may update the terms of this notice at any time and will notify you of any significant changes.

Purpose for processing and legal basis:

We collect and process personal information for the following purposes:

  • fulfilling our contractual obligations by providing you with membership services including, but not limited to,
    • membership related mailings such Beds In Steam journal and AGM notices
    • notifying you of events and fund-raising events being held by the BSEPS and informing you of the activities of the BSEPS
    • processing membership subscriptions
    • event exhibitor information communication
    • payments for events and any donations for accounting purposes
    • claiming tax relief where you have provided us with a Gift Aid Declaration.
  • In addition, we are often notified of third-party events and activities that may be of interest to our members/exhibitors because they are linked to heritage and cultural activities. For example, we may be notified of an event organised by our members supported by the BSEPS via our small grant system. We would like to pass on this information to you as a member and rely on your consent to do so.
  • We collect advanced ticket booking information for the sole purposes of contacting the purchaser in the event of an issue with their booking request.

We may take photographs of members, for example at a BSEPS event, which may be reproduced in the BSEPS journal or on the BSEPS website.

We will only share your information in accordance with data protection legislation, for example with the printers of our magazines or where we are legally required to by a governmental or law enforcement authority.

We do not pass your details on to any third-parties for marketing purposes.

Personal information collected:

  • Name, Address
  • Telephone numbers
  • Email address
  • Gift Aid agreement

We are committed to keeping your personal information safe and we have procedures in place to secure your personal information. We store your information electronically and in paper format.

Please keep us up to date with any changes to the personal information we hold about you.

How long we will hold your information:

We will only hold your personal information as long as is reasonably necessary to carry out services and administer your membership/exhibit entry with us. Your personal information will be deleted when you cease to be a member/exhibitor of the BSEPS unless we are required to hold it longer to comply with taxation requirements, which may be for up to six years after your membership ends.

Some information, for example photographs of events, may also be kept as a permanent record of the BSEPS activities.

If we delete or dispose of your personal information it will always be done securely.

Your information rights:

You have the following rights in respect of the personal information we hold about you as follows: to access a copy of the personal information we hold about you;
to have inaccuracies in the personal information about you corrected; to request that the personal information we hold about you is deleted;
to object to or request the restriction of the processing of your personal information by us .

If you wish to exercise any of the above rights or if you have a complaint about your information rights,
or if you have any questions about this notice, please contact us by email at or write to: The Data Controller, BSEPS, PO Box 346, Henlow, Beds, SG6 9GP

Please note that your use of the BSEPS website is also subject to this privacy notice.

BSEPS website specfic


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.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: After approval of your comment, your profile picture is visible to the public in the context of your comment.


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.


If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

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.


Like many websites and apps we use Google Analytics to understand how visitors engage with our website. If you don’t want Analytics to be used in your browser, you can install the Google Analytics browser add-on. Learn more about Google Analytics and privacy.

Who we share your data with

We do not and will never share, disclose, sell, rent, or otherwise provide your personal data to other companies for the marketing of their own products or services

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize 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

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. If you would like us to destroy information we hold about you, please let us know.

Where we send your data

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

Your acceptance of this privacy policy

If you do not agree to this privacy policy, please do not use our site.

By using our site, you consent to the collection and use of information by us.

Bedford Steam Engine Preservation Society