DATA PROTECTION POLICY

Probus Club of Horley and District

Data Protection Policy


 

Data Collection

The Probus Club of Horley and District (the Club) collects the following data from each member for the purposes of communicating with members concerning the activities of the Club:

*Initials and surname; *Preferred first name

Date of Birth;

*Home address; *Post code;

*Telephone number;

*e-mail address (where available);

hobbies and interests;

*spouse / partner preferred first name.

This data is required on the membership application form.

On the death of a member, his widow will be asked to give her agreement to the Club's retaining her personal details already on file or to remove some or all of the data. This agreement will be sought by a letter to the widow from the Club requesting her permission to retain the data solely for the purposes of communicating with her by post, telephone or e-mail regarding the Club's activities to which she is eligible to be invited, or to remove some or all of the data. The signed reply form will be returned to the Club Secretary in his role as Data Protection Officer.

On renewal of membership, a Member will be asked to check the information which the Club holds on file for them and, if necessary, update the information. That will be achieved by providing the Member with a copy of the data held for them with a section to allow updating and a renewal of the permission to retain the data and use it only for communicating with the Member by post, telephone or e-mail. The Member must sign and return the form to the Secretary.

Data Storage

The paper application and membership renewal forms are stored securely and held in a file by the Membership Secretary. The data is transferred to an electronic file and stored on the Membership Secretary’s computer and the Secretary’s computer.

The widows' paper reply forms are stored securely and held in a file by the Secretary who transfers it to an electronic file stored on the Secretary's computer and the Vice-President's computer.

Data Usage

The information provided on the membership application and renewal forms and on the widows' reply forms will be used by the Club for purposes only in connection with the running of the Club, which could include communicating by post, telephone and e-mail. It will never be disclosed for marketing purposes.

The members' data may be provided to committee members and other members by e-mail or telephone when it is needed to facilitate the running of the Club.

The data marked with an asterisk above (similarly marked on the membership application form) is published in the Members' Directory which is issued to all Members.

Signed membership application forms are the authority for the Club to share those personal details with members and with Secretaries of other local Probus Clubs for information only.

Data Removal

Should a member wish some or all of their data be removed from the Club's records, it will be done so within 28 days of a written request from the member being received by the Club's Secretary. The Secretary will be the officer responsible for removing and destroying the data from both the paper and electronic files and will instruct committee members who have been supplied with the data to remove and destroy the data from their computers.

Should a widow wish some or all of their data be removed from the Club's records, it will be done so within 28 days of a written request from the widow being received by the Club's Secretary. The Secretary will be the officer responsible for removing and destroying the data from both the paper and electronic files and will instruct the Vice-President to remove and destroy the data from the Vice-President's computer.

On the resignation of a member his data will be removed from all files and destroyed, within 28 days of the date of resignation.

Following the death of a member his data will removed from all files and destroyed within three months from the date of death unless his widow requests in writing to the Club Secretary for the data to be retained for a longer period, which must be specified.

Following the death of a widow her data will be removed from all files and destroyed within three months from the date of death.

The details of a member who has resigned or died and those of a widow who has died will be removed from the printed Members’ directory at the next update of the Directory following the resignation/death.

When a Member renews / updates his details, any previous paper forms will be destroyed.

Data Access

Should a member or widow wish to see the data on them which is stored on the Club's files they may request to see such data by a written request to the Club's Secretary who must supply the data requested to the member / widow within 28 days from the receipt of the request.

Complaints Procedure

Should a member / widow believe there is a problem with the Club's handling of their data, they have the right to complain to the Information Commissioner's Office (ico.org.uk).

Probus Club of Horley and District

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