The General Data Protection Regulation (GDPR) is legislation that came into effect in May 2018. The legislation is all about giving you more control of how your personal data is used and how companies, charities and clubs can contact you.

As a result, we are not able to keep you informed about what the club has done or is planning to do unless we have your permission, so the following policy regarding the way in which we use and hold your personal information has been adopted. Payment of your subscription will be deemed to be your acceptance of this policy and permission for your data to be used in the way stipulated.

CARDIGAN AND DISTRICT PROBUS CLUB

DATA PROTECTION POLICY

PURPOSE.

Members’ Personal Data is held by the Club for the purpose of

(a) communicating information to the members about Club activities, matters relating thereto, or information thought to be of interest to members concerning the Club or its membership. The Club may communicate by any method using the data available unless otherwise requested by the Member.

(b) enabling the Club to keep records of its membership and financial status.

TYPE OF DATA

The data held about members shall be:

 Member’s name

 Spouse’s/partner’s name

 Address and Postcode

 Telephone number/s

 e-mail address

 Photograph

 Records of subscription and other payments.



SECURITY

All data held on members shall be in computer files protected by a password which shall be changed at least annually and which will be known only to officers and committee members. Copies of the files may only be transmitted to and held by those officers (including internal auditors) and committee members with a need for them. The data will not be given or shown to any third party other than any body with a legal right to inspect them. Any printed copies will be held securely by their holders and will be destroyed when no longer needed. Except in cases of emergency, members will not be given data relating to another member without the express permission of that member. Members may at any time request to see the data applicable to themselves and can request that their data be amended.

With the exception of names and photographs, none of the data will be published on the Club website or in any other way without the prior consent of the members concerned.

ACCEPTANCE

Payment of a membership subscription is deemed to be acceptance of this Policy and permission for personal data to be held and used as stipulated in this Policy.

VALIDITY

This Policy was adopted at the AGM of the Club on the 24th of May, 2018 and will remain in force until changed by members’ consent at a future AGM.