Data Protection Policy

Crondall Petanque Club

PRIVACY & DATA PROTECTION POLICY

Date of Commencement: 25th May 2018

Crondall Petanque Club retains a certain amount of information about its members and takes the security of such information and the privacy of all members very seriously.

1. WHAT DATA WE HOLD

This is the information we record for each member (where supplied):

Name

Address

Membership number

Home and mobile telephone numbers

Email address

Date of joining

Details of any boules owned

Payment type, date and amount of last payment

Any donations made in the last year

Recent attendance at the Annual General Meeting

Additional information (e.g. membership of the committee)

2. STORAGE OF INFORMATION

This information is stored on a secure cloud-based data storage facility and on a password controlled local computer. It can only be accessed via a secure log-in.

3. ACCESS TO INFORMATION & CONTROL OF DATA

Members have access to the current membership information via a secure log in. Those who have access to the full information are the Chairman, Treasurer, Secretary, Membership Secretary, Terrain Bookings Secretary and Social Secretary. The Membership Secretary holds overall responsibility for ensuring the data is kept secure at all times, and for keeping the data up to date.

4. WHATTHE INFORMATION IS USED FOR

The information is used for the purposes of membership information, arranging matches, sending information about the Annual General Meeting and other events and special announcements.

5. SHARING DATA WITH THIRD PARTIES

We do not and will not share any of the collected data with third parties, individuals or other

organisations. We will never pass on any of the information we retain about our members to third parties without first gaining the express written consent of those members.

6. REMOVAL OF DATA & INFORMATION

Individual members can request that all, or some of the data we hold about them is permanently deleted by writing to The Secretary, Crondall Petanque Club. The data will be deleted within 5 working days upon receipt of the written request. lf requested, we will reply in writing to confirm that the request has been processed.

7. REMOVAL OF OBSOLETE DATA & INFORMATION

Any member who has not renewed their membership within the previous eighteen months, and after at least one membership reminder has been posted to them and to which we have had no response will have their data and all Information held about them removed permanently from our records.

8. CHANGE OF INFORMATION & INCORRECT DATA

It is the responsibility of individual members to advise the Secretary as soon as possible if any of the data we hold about them change or are incorrect. We cannot be held liable for inaccuracies in personal information that we are not made aware of.

9. BREACH OF DATA SECURITY

ln the unlikely event that the information we hold is compromised, lost, hacked, stolen or otherwise unlawfully derived we will immediately conduct a risk assessment as to what data and how much has been compromised. We will notify in writing all those members who may be affected by a compromise. We will then conduct a review of our data security procedures, and if necessary, seek professional opinion and assistance to safeguard against future compromise.