GDPR Intention

Is to:

• Prevent mis-use of personal data
• Ensure data be held only for valid reasons
• Ensure errors can be corrected
• Ensure unnecessary data be not retained
• Enable individuals to find out what data is stored, and why

This is not a comprehensive description. Please consult the GDPR act for the full details.

DVRS Policy

1 DVRS member data usage and validation

DVRS will use member data for the normal purposes of running a social and philosophical members-only club.

This covers all activities required to deliver the club objectives, as specified in the constitution, including contacting members for the purposes of organising and running club events and activities, club publicity, collecting subscriptions, performing club management, and managing emergencies.

The club secretary is the responsible official for management of club data. The club secretary will formally validate any request related to member data, in order to minimise the risks of identity and data misappropriation. Requests should be made by email to the published address.

2 DVRS Held Data

2.1 Essential Member Data

DVRS essential member data includes name, callsign, physical address, telephone number, and email address.

2.1.1 Public essential member data

Member first name and callsign is public data, so will be published on the club website, in documents, and elsewhere. Unlicensed members will be identified by first name. Club officials will be publicly identified by first name and callsign, including on the club website, social media and RSGB website.

2.1.2 Member only essential data

The remainder of essential member data will be made available to members only, which includes full name, physical address, telephone number and email address, to enable club activities and welfare management.

Members should not provide the club with unsuitable contact information such as work addresses or other details, as this will be shared with other members.

2.2 Confidential additional member data

Additional member data is confidential and will not be shared with members, or anyone outside the club, beyond its purpose. For example:

1. Next of kin and any relevant medical information for use in emergencies such as at club meetings and outdoor activities will be held by club officials, at club and affected member discretion.
2. Club banking records and financial information, showing subscription payments and other transactions, are held by club officials, and are used to produce cash flow, asset lists and recommend subscription levels.

2.3 Optional member data

Members may optionally provide personal photographs, documents, video or film to DVRS officials for the website or other purposes.

Members may agree to have their essential data or other electronic ID used for social media purposes, such as WhatsApp, Facebook & Twitter.

Optionally provided data may be retained and used at club discretion.

Members should not provide optional data which they do not wish to be published.

2.4 Historical Club Records and Data

DVRS Group photographs, film, logs, documents, and other records of club activities, are DVRS property, for use in club publicity, and historical records.

3 Correcting Data Errors

Requests for data correction should be sent to the club secretary. Correction, when validated, will be implemented within 1 month of validation.

4 Unnecessary Data

The club secretary is responsible for ensuring that member data is reviewed annually and any unnecessary data removed.

Ex- and current members who wish Confidential data to be removed contact the club secretary. Correction, when validated, will be implemented within 1 month of validation.

5 Data Retention

The club secretary will review annually to ensure that data only be retained of the type, and for the purposes, given elsewhere in this document.

Essential membership data is considered to be important club current and historical information, so will be retained long-term. Confidential data will be removed when no longer required.

The club secretary will provide a confirmation at each AGM that the review has been performed.

6 Confirm held member data

Requests for details of held essential member private data and confidential additional data should be sent to the club secretary, who will respond within 1 month of validation of the request.

Public, optional and historical member data are published, so can be directly inspected online or in print, or are held in club records which can be inspected on request and at reasonable notice.

Requests to be unlinked from social media should be made in the first instance to group or page admins. If a satisfactory result is not obtained within 1 month, then the club secretary should be contacted, who will respond within 1 month of validation of the request.

Change Record