Apologies for the inconvenience, recent (July 2018) regulation changes mean I have to check you are happy for me to keep the details in your application for club membership on record. As a general principle it is your name, address and phone number, email address and car registration with the type of Midge (Mk1 or Mk2)
The purpose of keeping these details is that members will be able to contact each other and so that I can send out magazine notifications. The web page, which is password protected, has a reduced list with the first part of the postal address removed. My computer, which is also password protected, has the full address and other details like how you paid for membership (cheque, paypal etc) and whether you have bought a club badge, or are looking for particular materials, or selling your Midge etc.
All quite innocuous stuff. There are some individual members pages on the web site and the magazines have any stories you wrote for them. If you change your mind about the details, photos, stories or other information I can delete it on request. The MOBC website is open to the public and should be considered freely available to anyone looking for information on Midges, the Midge club, the people involved and laws about Midges. Members details like email addresses are protected and must not be divulged to non members. Failure to comply will result in immediate dismissal from the club and a change of password.
Here is a data protection notice that you should read before sending me any new details on your application form. It all sounds very serious but is probably rather pointless as members know what details are stored and give permission for their storage by applying to join which includes reading this before applying. Members who applied before the regulations changed have the opportunity to have the details removed by emailing jim@jimhewlett.com
By the way, I'm not entirely sure what the legal term processing means for us, in practical terms we don't 'sift' the data or do mail-shots, selectively advertise outside products or let outsiders have your details, but it's in the template.
So here's the official notice.
DATA PRIVACY NOTICE
Midge Owners and Builders Club (MOBC)
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation 2016/679 (the GDPR)
Who are we?
MOBC secretary Jim Hewlett is the data controller (contact details below). This means he decides how your personal data is processed and for what purposes.
How do we process your personal data?
MOBC complies with its obligations under [the GDPR] by keeping personal data up to date;
by storing and destroying it securely; by not collecting or retaining excessive amounts of data;
by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the following purposes:-
*To administer membership records;
*To maintain our own accounts and records.
*To operate the MOBC website and deliver the services that individuals have requested.
*To inform individuals of news, events and activities.
*To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with MOBC members
We will only share your data with third parties outside of the organisation with your consent.
How long do we keep your personal data?
We keep your personal data for no longer than reasonably necessary in order to facilitate communication between members. Details will be erased on resignation by post, email or phone-call, or if we think you are no longer interested (lack of response) after 5 years.
Your rights and your personal data
Unless subject to an exemption [under the GDPR], you have the following rights with respect to your personal data: -
The right to request a copy of your personal data which the MOBC holds about you;
The right to request that the MOBC corrects any personal data if it is found to be inaccurate or out of date;
The right to request your personal data is erased where it is no longer necessary for MOBC to retain such data;
The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable)
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
The right to lodge a complaint with the Information Commissioners Office.
Transfer of Data Abroad. Only MOBC members will have access to the details, being phone number, email and postal addresses.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.
Where and whenever necessary, we will seek your prior consent to the new processing. Contact Details To exercise all relevant rights, queries of complaints please in the first instance, contact us at:
jim@jimhewlett.com
APPENDIX 1
CONSENT
By applying for membership you are confirming that you have read this Data Protection Notice and that you are consenting to MOBC holding and processing your personal data for the following purposes (please don’t fill in those parts of the application form if you are not happy to grant consent for that form of communication): -
Name:
Address:
Telephone:
Email address:
Car registration and donor type
The purpose being to keep you informed about news, events, activities and services and to contact you with surveys about current club business;
By email
by text
by post
by phone
You grant consent to all the purposes; one of the purposes or none of the purposes by filling your details in on the application form.
Where you do not grant consent we will not be able to use your personal data to send club notifications except in certain limited situations, such as where required to do so by law or to protect members of the public from serious harm.
If you do grant consent, please note you can withdraw your consent to all or any one of the above purposes at any time by contacting jim@jimhewlett.com or phoning 01501785206.
Please note that all processing, storage or use of your personal data will cease once you have withdrawn consent but this will not affect any personal data that has already been processed prior to this point.
SIGNED Jim Hewlett
DATED 05/07/2018
