Photography Club Manager (PCM) · Updated 7 November 2026
This notice explains how PCM uses personal information when you create an account, join a club, enter competitions or contact a club.
Who is responsible
DataScribe operates PCM and is responsible for its account administration, service and security information. Contact privacy@datascribe.co.uk with privacy enquiries.
Your photography club decides how its membership, activities, competitions, communications and accounts are managed. It is responsible for those uses of your information; PCM stores and processes club records on its behalf. Ask your club administrator for its own privacy information, including any use outside PCM. A person can belong to more than one club; club records and permissions are kept separately.
Information held and where it comes from
Information you or your club supply can include your name and email address; club membership, access and officer roles; membership periods, fees and payment references; attendance; photographs, image titles, scores, awards and feedback; messages and attachments; and club income, spending and supporting records. Clubs may add an invited member before that person registers. Judges and lecturers may supply booking responses and contact details.
PCM also holds password hashes, account-verification and security records, session identifiers, and records of certain changes and email attempts. Hosting and email providers may hold technical logs, including IP addresses and message identifiers. Original uploaded photographs may contain embedded metadata, including camera or location information.
Why information is used
Account and service information is used to provide the service you request, including sign-in, account recovery and access to your clubs. DataScribe relies on providing that service where necessary for its contract with you, and on legitimate interests in operating, protecting and maintaining PCM, investigating faults and preventing misuse.
Clubs use their records to administer membership and subscriptions, organise meetings, run competitions, record results, communicate with members and maintain accounts. Each club determines and explains the appropriate lawful basis for its activities, such as administering its membership relationship, legitimate club administration, applicable legal obligations or consent where required. Acknowledging this notice is not blanket consent to every use of your information.
Your name, email address and the required registration details are needed for an account. Without the information needed for a particular activity, PCM may be unable to provide it. Competition eligibility checks use the club’s membership, payment and league settings. Season totals follow its scoring rules; a club administrator can review the underlying records.
Who can see information
Authorised club administrators can access the club records needed for their duties, subject to their access settings. Judges and trusted scoring operators can receive the competition material needed for judging, including through the desktop scoring app. Email recipients receive the messages and attachments addressed to them. Service support access must be limited to what is needed to operate and support PCM.
Members normally see their own competition entries and published results. Clubs can explicitly share published season league tables. Public club pages can display club information, officer names, activities, posts, illustrative photographs and published award galleries; photographer names may also be published. Your club is responsible for having an appropriate basis and permissions for public material. Members can explicitly publish galleries containing their own uploads or selected competition photographs, with their name and image titles. These galleries are hidden publicly when membership is no longer current and paid. Administrators can hide galleries and individual images. Contact it about corrections or removal. Material downloaded or copied by other people cannot necessarily be recalled by changing PCM.
Service providers and external websites
PCM uses hosting services and Mailgun for service and club emails. Email addresses, message content and any attachments are passed to Mailgun to send those messages. PCM currently uses Mailgun’s EU API endpoint and disables email open and click tracking. Mailgun’s wider service, support and subprocessor arrangements may involve other countries; its privacy information explains those arrangements. Contact DataScribe for information about hosting, processing locations and applicable transfer safeguards.
If you choose PayPal checkout, PayPal processes the payment under its own privacy statement. PCM receives payment identifiers and confirmation needed to update membership and club accounts; it does not receive your PayPal password or card security code. Checkout availability depends on your club’s configuration.
Maps may use OpenStreetMap and postcode lookups use postcodes.io. Following links to Google Maps, What3words or another website connects you to that provider and its privacy arrangements. Providers receive the network information needed to respond to your browser.
Cookies and browser storage
Optional membership renewal, competition deadline and attendance reminders are off by default. Your club must enable the reminder type and you must opt in for that club. You can switch them off in My account. Competition entry confirmations, published-results messages, payment confirmations and essential account/security emails are separate from this reminder preference.
PCM uses an essential session cookie to keep you signed in and protect forms. Temporary browser storage remembers judging display preferences. PCM does not include advertising or analytics trackers. Essential session storage is not used as consent to marketing.
How long information is kept
Account information is kept while needed to provide and secure your account. Clubs retain membership, competition, communications and financial records according to their purposes, any applicable legal obligations and the need to resolve disputes. Inactive membership is not the same as deleting an account. A shared account may still be needed for another club.
PCM does not currently apply a general automatic deletion timetable to club records. Security links expire, and expired tokens and old request-limit records are periodically cleaned up. Ask your club or DataScribe about the retention of a particular record. Deletion requests must take account of other clubs, financial records, legal requirements, archives and any provider or backup retention arrangements.
Your choices and rights
Depending on the circumstances, you may ask to access or correct your information, have it erased, restrict its use, receive portable information, or object to processing based on legitimate interests. Where processing relies on consent, you can withdraw it without affecting earlier lawful processing. These rights are subject to their legal conditions and do not always require every record to be deleted.
For club records, contact your club administrator first. For account, service or security information, or if you cannot reach your club, email privacy@datascribe.co.uk. Explain your request and the relevant club; proportionate identity checks may be needed. Do not send your password. You can also complain to the Information Commissioner’s Office (ICO).
Changes to this notice
The date above identifies this version. This notice will be updated when PCM’s uses of information change. It does not replace your club’s own privacy information or its responsibility for processing records appropriately.
Bolton and District Photographic Society