How does the Association use members’ personal data?
The following table sets out the type of personal data collected by the Association and how it is used and stored:
|Personal data||Electronic storage||Paper storage|
|Name||Membership spreadsheet*||Gift aid form**|
|Home address||Membership spreadsheet*||Gift aid form**|
|Telephone number (Optional)||Membership spreadsheet*|
|Email address (Optional)||Membership spreadsheet*|
|Purpose of use|
|Name, address and telephone number||Monitor locations of members (e.g. in/out of the Association area), check attendees at member meetings including AGM, enquiries about renewing membership, gift aid claims to HMRC if applicable and other tasks necessary in the administration of the Association|
|Email address||Inform members of local events and other general information relevant to the activities of the Association, enquiries about renewing membership and other tasks necessary in the administration of the Association|
*: Stored on Membership Excel spreadsheet – with restricted access to certain Committee members and the Newsletter distribution organiser
**: Stored in folders held by the Treasurer
How long does the Association retain members’ personal data?
An individual’s personal data is stored for a period of 7 years after ceasing to be a member (to allow the Association to contact the individual to ask if they wish to renew their membership) or until the individual withdraws consent for the Association to hold that data, whichever event arises earliest.
How do I withdraw or vary the consent for the Association to hold my personal data?
You may withdraw or vary your consent for the Association to hold your personal data at anytime either whilst you are a member or after your membership has lapsed by contacting the Membership Secretary at firstname.lastname@example.org or in writing to the Membership Secretary’s address given in the Contacts section of this website.