Privacy & Data Protection
The General Data Protection Regulations (GDPR) came into force on 25th May 2018.
Even small organisations like the Moray Field Club must comply with this and be clear and transparent about what personal data is collected and how it is used.
What personal information is held by the Moray Field Club:
- Postal addresses
- E-mail addresses
- Telephone numbers
As the subscription applies to a household or family, we hold no records of children and have no individual members under the age of 18.
We keep no record of dates of birth or banking details.
Any members who have given talks, lead walks or have been mentioned in the bulletin or minutes are recorded by name only.
Who has access to this information?
Only members of the Moray Field Club Committee are able to access this information: ie the Chairman, Vice-Chairman, Secretary, Outings Secretary, Treasurer and 3 other members.
How is this information stored?
- A spreadsheet containing members’ information (names, addresses, email addresses, telephone numbers and record of subscription payments) is maintained and updated by the treasurer and membership secretary on their secure personal computers. They also hold 1 printed copy.
- The Moray Field Club has an email account (firstname.lastname@example.org). A list of members’ names, email addresses, and telephone numbers, but not postal addresses, is stored in the Contacts of this account, which is password protected.
- All emails are sent Bcc to ensure privacy.
- No information is retained for longer than two years: ie the current and previous year.
- Information about members who have retired or resigned from the Field Club is immediately removed from the spreadsheet and email account.
What is the information used for?
- This information is used to administer the Moray Field Club and to keep in regular contact with the membership.
- Notification of walks and meetings.
- Transport arrangements.
- Subscription renewals.