Data Protection – the new regulations
As you will have noticed, new regulations with regard to Data Protection come into force on May 25 2018 and these include a requirement for membership groups to be clear with individuals about how they handle data. Your committee has discussed its responsibilities and we hope this article answers any questions you may have. Do please contact a committee member if there are any issues you wish to raise.
Keeping your information safe
We restrict access to your information to those members who need it in order to serve you (eg. the membership secretary, and members who organise events and send out the newsletters). Where data is held electronically, access is password protected. Paperwork that includes your information is under lock and key when not in use. We do not share information about you with other organisations unless you give your explicit consent.
What information do we hold?
When you take part in an event, when you join the society or renew membership, you provide us with contact information: name, address, telephone numbers and email address. In the case of junior members, evidence that she or he is under eighteen may be sought from a parent or guardian but no record of birth date is made.
In future, our forms will include a privacy notice and you will be asked to consent to our use of your information. You may withdraw that consent at any time by contacting the membership secretary or event organiser.
How is your information used?
We do not use your information either for fundraising or for routine marketing of events and so you will not receive a flurry of emails or phone calls from us. We will use your information to:
. send out the newsletter
. tell you about short-notice programme changes
. administer your membership
. and contact you when you offer your help
Deleting personal information
When an individual requests that their information is deleted, that will be done as soon as possible but in any case within 30 days. When an event is over or when an individual ceases to be a member, information will be held for a further eighteen months in case of need but then electronic records will be deleted and paper records will be destroyed.