Updated: 19th October 2018
To sum up very briefly, we only use your personal data for purposes relating to membership of the Club and we never pass your details to third parties. We take great care where we store your data for privacy reasons. You may request us to remove your data at any time.
Table of contents:
- What personal data does Cellar Arts Club Ltd collect, and what is it used for?
- Who is your data shared with?
- Where does this data come from?
- How is your data stored?
- Who is responsible for ensuring compliance with the relevant laws and regulations?
- Who has access to your data?
- What is the legal basis for collecting this data?
- How you can check what data we have about you?
- Does Cellar Arts Club Ltd collect any “special” data?
- How can you ask for data to be removed, limited or corrected?
- How long do we keep your data for, and why?
- What happens if a member dies?
- How long do we keep your data after you stop your membership?
1. What personal data does Cellar Arts Club Ltd collect?
The data we routinely collect includes members' names, addresses, email addresses and mobile or home phone numbers. We collect this data directly from our members when they join the club.
2. With whom is your data shared?
We use members' data for the administration of their membership, the communication of information about the club and the organisation of club events. Members’ data is not shared with any other organisations or individuals, except with law enforcement agencies, on their request, in connection with any investigation to help prevent unlawful activity.
3. Where does this data come from?
Data for our members comes from the membership forms which they complete on joining our club, or when they update their information directly to the Committee.
4. How is your data stored?
The information provided by our members by way of their completed application forms is stored in the form of an excel spreadsheet on the private password-protected laptop and flash drive of our Membership Secretary. The original completed paper membership forms are kept in the locked club premises. Any information that is stored remotely is stored in compliance with the General Data Protection Regulation (GDPR).
5. Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. The persons who are responsible for ensuring that our club discharges its obligations under the GDPR are our Membership Secretary, Eileen Holroyd and our Vice Chair Laurie Owen.
6. Who has access to your data?
Members of our Committee have access to members' data in order for them to carry out their legitimate tasks for the organisation. No other organisations or individuals may be given access to members’ data.
7. What is the legal basis for collecting this data?
Cellar Arts Club Ltd collects personal data for which members have given their specific consent and that which is necessary for the purposes of its legitimate interests as a membership organisation. This data is kept in compliance with our legal obligations.
8. How you can check what data we have about you?
If members want to see the membership data we hold about them, they should contact us by emailing firstname.lastname@example.org or by writing to Membership Secretary, Cellar Arts Club Ltd, Basement, 70 Marine Parade, Worthing, BN11 3QB. We are required to provide this information within one month.
9. Does Cellar Arts Club Ltd collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”, for example medical records. We do not record any such special data.
10. How can you ask for data to be removed, limited or corrected?
There are various ways in which a member can limit how her/his data is used. If they wish they can become an “anonymous” member. This would involve using a pseudonym. They can maintain their club membership with their correct name but with limited contact details. However, we do need to have at least one method of contacting them. They can choose not to receive information emails from Cellar Arts Club Ltd (we do not send any out on behalf of other organisations). Any of these options can be implemented for their club membership by contacting email@example.com or by writing to Membership Secretary, Cellar Arts Club Ltd, Basement, 70 Marine Parade, Worthing, BN11 3QB.
11. How long do we keep your data for, and why?
We normally keep members' data after they resign or their membership lapses in case they later wish to re-join. However, we will delete any former member's contact details entirely, on request. Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.
12. What happens if a member dies?
We normally keep members' information after they die. If requested by their next-of-kin to delete it, we will do so on the same basis as when requested to remove data by a former member.
13. How long do we keep your data after you stop your membership?
We keep your data for up to 12 months.