The General Data Protection Regulation (GDPR) has been developed to protect your personal information from being misused or sold without your knowledge or consent.
The Club is a membership organization which can only fulfil its function if it is in a position to contact its members in order to provide them with the kind of information which they are entitled to expect the Club to provide for them, such as information on events and membership.
The Club therefore holds such information on each individual member as was provided by that member at the time of joining and as required to contact that member, by e-mail and/or by post, depending on the individual member’s preference.
The Club also holds the contact details of recent and potential future speakers as well as information on the arrangement and content of any such talks, whether or not such speakers are members of the Club.
In addition, the Club holds identifying information on individuals who have requested information from the Club via telephone, e-mail or social media or who have sent in an on-line enquiry form via the Contact Page on the Club’s website.
The Club will retain the relevant information only as long as it is required for the purpose in question, for the purposes of proper record keeping, or for regulatory purposes.
How will Your Information be used?
The information which you provide to the Club will be used to contact you regarding your membership and club events or regarding an enquiry which may have made. The Club is not a commercial organisation and it will not sell, rent out or trade your data with any other organisation.
The Club does, however, reserve the right to share your personal data with third parties if required to do so for legal reasons as, for example, in the case of an insurance claim, a tax audit, or to prevent fraud.
The Club also needs to store your details for tax and insurance reasons. Any payment transactions are recorded via an external source such as via your bank using BACS.
Where your personal data are stored
All information you provide to the Club is stored on an encrypted USB stick which is kept in a locked safe by the Club’s Data Protection Officer. There are no hard copies of any data.
The Club occasionally produces record images & videos of its events and publishes these either on its website, or in social media feeds or future advertising material. If you would like such an image to be removed from the website, from a social feed or from any advertising then please contact the Club, preferable via the Contact Page on the Club’s website.
Access to Your Information and Corrections
The Club would like to ensure that your personal information is accurate and up-to-date.
You may therefore ask the Club at any time
The Club will comply with such a request within 28 days of receiving it.
Third Party Links
On its website, the Club provides links to other websites which may be of use to its members. You should be aware of the fact that such third party websites will have their own separate privacy and data collection practices and that, once you leave the Club’s website, th Club cannot control, or take responsibility for, the privacy policies or data collection activities of the third party site.
If you have any queries regarding this policy, then please contact the Club’s Data Protection Officer at data[at]walterscottclub.org.uk.