The General Data Protection Regulations (2018) apply to all personal information held or stored by an organisation, whether on paper or in a computer, and requires organisations to meet principles of good practice as stated in the Act and enforced by the Information Commissioner’s Office.
Bakewell Bird Study Group (“the group”) holds basic personal information on all its members on a secure computer system, for use in the efficient management of the group and this is shared securely with committee members. It does not hold any sensitive personal information, nor does it share that information with any other organisations or persons.
Data may only be held where it is necessary to pursue the legitimate interests of the group. Data is only used in connection with group activities including maintaining membership and subscription records, distribution of information on meetings and other bird related events and social events.
The data currently held consists of the following items:
- Name and address
- Telephone number
- E-mail address
- Subscription record.
Where data is obtained from the member concerned, the member is responsible for notifying the committee of any changes. All data will be kept accurate as far as reasonably practical and will be updated promptly when changes are necessary.
If a member leaves the group, or is deemed to have left by virtue of non payment of the annual subscription, their records will continue to be held by the group for up to five years, unless the former member specifically requests otherwise.
Committee members and others who have access to the membership data must not disclose that data to any person or organisation outside Bakewell Bird Study Group except with the permission of the individual(s) concerned.
Data will only be used for the purposes of the group and will not be used for direct marketing by any other organisation.
Any member may request a copy of the personal data held on them by the group and will be provided with a printed record of that data within a month of the request.