The Probus Club of Loughton
General Data Protection Regulation Overview
Introduction
In order to operate, the Probus Club of Loughton (the Club) needs to gather, store and use certain information about our members and others with whom we have contact. This document explains how this data is collected, stored and used in order to meet data protection standards and comply with the law.
Its importance and to whom it applies
It is important that our policy ensures that the Club complies with data protection law and follows good practice. This applies to those handling data that the Club holds relating to individuals including members and suppliers. Responsibilities
Everyone who has access to data as part of the Club must ensure that they adhere to this policy. Data protection principles 1. We will collect data only where it is lawful and necessary for the legitimate purposes of the Club. Members’ names and contact details will be collected when they join and will be used to contact them regarding Club administration.
2. The Club will collect and use personal data only for specified legal purposes. When collected the Club will explain why and for what it is to be used. Data will never be used for any other than the stated purpose or one reasonably related to it.
3. We ensure that any data collected is relative and not excessive.
4. We ensure that the data is accurate and up to date. Members will be asked to check this data annually and it can be updated at any time by contacting the Secretary.
5. We ensure that data is not kept longer than necessary; normally no longer than twelve months after the Club’s involvement with an individual has ceased.
6. We process data in accordance with individuals’ rights. The following requests can be made in writing to the Secretary:
(a) To see any data held on them.
(b) To request that any inaccurate data is updated.
(c) To object to any use of their data which might cause distress.
Items (a) and (b) must be processed within 14 days of the request. Under item (c) Such objection will be considered by the Committee and its decision communicated to the member within 28 days of the objection.
7. We keep present data secure, whether electronically or physically held. It will be given to Committee members only where necessary for the running of the Club.
8. We will share data only with the subject’s consent. Members can request the contact data in writing to the Secretary. These details will be given if the purpose of contacting the subject and the subject consents to his data being shared in this way.
Hon. Sec. J. Lanigan, 6 Broad Oak, Woodford Green, IG8 0LH.
Tel: 0208 504 8693 email: j.lanigan@btinternet.com