1. ABOUT THIS POLICY
This policy explains why The Probus Club of Folkestone and District (“the Club”) collects personal information about members, how we use it, how we keep it secure and members’ rights in relation to data protection.
2. OUR LEGAL RESPONSIBILITY
The General Data Protection Regulation (GDPR) effective on 25 May 2018 replaced the Data Protection Act 1998. GDPR gives individuals more control over how their personal data is used by organisations, including social clubs. This policy has been developed to ensure compliance with GDPR with respect to your personal data.
3. YOUR RIGHTS
In summary the key provisions of GDPR are that your personal data should be:
a) Processed lawfully, fairly and in a transparent manner;
b) Collected for specified, explicit and legitimate purposes;
c) Adequate, relevant and limited to what is necessary;
d) Accurate and kept up to date;
e) Deleted when no longer required;
f) Processed in a manner that ensures appropriate security of the data.
We require your consent to hold and process your personal data and you do also have the right to withdraw consent to your data being used.
More information about GDPR can be found on the Information Commissioner’s Office website at https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/.
4. PERSONAL DATA HELD AND HOW WE USE IT
The table below explains what personal data is collected and processed by the Club and the reasons for collection and storage.
PERSONAL DATA HELD AND USE OF DATA
Obtained via Application Form (updated by
individual advising Club Secretary of changes): Application forms are held by the Club Secretary. Information from the application forms is collated onto a spreadsheet for circulation to the Committee only.
Contact details: -
- title
- name
- address
- telephone number/s
- email address
To enable contact of members for the following reasons:- providing details of social events, outings, invites from other organisations etc. - circulating address and contact details to other members on annual programme to facilitate communication between members. - providing information updates. - welfare visits - sending greetings cards - emergencies (e.g., if there is an unexpected meeting venue or time change) Birth date and month (year of birth optional) To enable club to send a birthday card or advise members. Most recent occupation to check individual meets membership criteria
5. DATA RETENTION
Application forms are kept for 2 years after an individual leaves the Club; they are then destroyed by shredding. After an individual leaves the Club their details are transferred from the spreadsheet listing current members to a sheet of past members so that a history of membership numbers is held.
6. DISCLOSURE
We will never disclose members’ personal data to any outside organisation. The information held is strictly for Club use.
7. SECURITY & ACCURACY OF DATA
We have reviewed how members’ personal data is held to ensure it is processed and held securely and is kept up to date. The following measures have been introduced in this regard:
The Clubs Secretary is responsible for holding individual members’ paper records and for arranging to shred information in accordance with the data retention policy.
The spreadsheet containing members’ personal details is password protected and is only distributed to current Club Committee members.
Past Committee members will delete any members’ personal details from their computers when leaving the Committee.
Members whose details change should provide the Club Secretary with any changes in writing.
Members’ names, addresses, telephone numbers and email addresses* are circulated on the annual programme to facilitate the Club’s aim of promoting friendship and communication between members. Members are requested to:
Give their consent to their details being distributed in this way.
Ensure that the personal information circulated on their programme is kept confidential for their use only.
If a member does not give consent to their personal data being published on the annual programme, they will not receive a copy of the programme. If a member subsequently withdraws their consent, it should be understood that it will not be possible to remove contact details from the programme until the next edition is printed, which occurs on an annual basis.
* Email addresses from 2025/26
8. YOUR CONSENT
To comply with GDPR we require your consent to hold and use your data as outlined in this policy. We also ask that you explicitly agree to us circulating your name, address and contact details on the annual programme.
Existing members will be provided with a “DATA PRIVACY CONSENT FORM” asking for the relevant consents. For new members the application form contains a “HANDLING YOUR PERSONAL DATA” section to obtain agreement to use and process personal data.
If you wish to exercise your right to withdraw your consent to the Club holding your personal data