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General Data Protection Regulations

Privacy Policy Statement,  May 2018

 

 

Contact Details:  Club Secretary via website online form        Date: 12 April 23 

 

In order to manage the membership of the club the secretary must collect and retain personal data from members.

 

The club holds only data which you have provided; it does not collect personal data from any other source.  The club may only hold that data which it is necessary to hold and may only use it for the purpose for which it was provided.   When no longer required will be completely removed from all club records within a period of 12 months.

 

You have the right to know what data is stored, how and where it is stored and what security protects it, and what the club does with it.  You have the right to see the data held about you and require it to be corrected if it is wrong.

 

You must give the club permission to hold that data and you may withdraw your permission at any time.

 

The Type of personal information we collect:  

 

We currently collect and process the following information:

 

Name;    address; telephone numbers; email addresses

 

How we obtain the personal information

 

Most of the personal information we process is provided to us directly by you when completing a Membership Form.   Information may also be obtained when completing a competition entry form.

 

We use this information in order to aid communication in an appropriate manner either by e-mail, Watts Ap or post.  This information will not be shared with any other organisation or individual without your written consent.

 

Under the UK General Data Protection Regulations (UK GDPR), the lawful bases we rely on for processing this information is with your consent.  You are able to remove your consent at any time.  You can do this by contacting the named person above.

 

How it is stored and security arrangements:

 

Member ship paper application forms and any supporting documents will be scanned and stored in a shared folder within a cloud based secure storage server, ie iCloud, One Drive etc, whichever is deemed more appropriate.   It will be kept for as long as the person remains a member of the club and destroyed no more than 12 months upon leaving the club.  The paper copy will be destroyed by shredding.

 

The shared folder is password protected and only available to the Officers of the Club (Chair, Vice Chair, Secretary and Treasurer).  Access will be gained by each post holders’ own computer, which will be password protected.

 

Any additional paper forms submitted ie Competition Entry Forms will be held securely at the Events Co-ordinators property and destroyed within a month of the competition judging date.

 

This information is not available for use by any other person.

 

What the club does with it:

 

Appropriate Information is shared with committee members if they need to know it for the purpose of operating the club or organising competitions and events.

 

If a competition entry requires any personal data, that will need your approval when the entry form is completed and will be valid for that entry only.

 

The club does not sell or share your personal data with any other organisation nor any individual (including other club members) without your approval.  The secretary will seek your approval in writing if any such request is made;  otherwise the request will be refused.

 

Removal of data

 

You may request removal of unnecessary data at any time.

 

If you cease to be a member all your personal data will be removed from all club files no more than 12 months from leaving membership of the club.

 

Your data protection rights.

 

  • Your right of access - You have the right to ask us for copies of your personal information. 

  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. 

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

  • Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

 

Please contact us at [insert email address, phone number and or postal address] if you wish to make a request.

 

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at [Insert your organisation’s contact details for data protection queries].

 

You can also complain to the ICO if you are unhappy with how we have used your data.

 

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

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