READING COIN CLUB
ESTABLISHED 1964
DATA PROTECTION POLICY
GENERAL
This
is a statement of data protection policy adopted by Reading Coin Club in May
2018.
1. The Club keeps personal data on Members
as set out below. Agreement for the
keeping of personal data is obtained by members signing a consent document. This
policy describes how that data whether held electronically or on paper is
handled and stored having regard to the requirements of The General Data
Protection Regulation (GDPR) to become effective on 25 May 2018.
2. This policy helps to ensure the
confidentiality of personal data supplied to the Club. The President of the Club
is the Data Protection Officer. In his absence the Hon. Secretary will
substitute.
3. The Club endorses fully the Data
Protection Principles. Specifically, the Principles require that personal
information will:
a. be processed fairly and lawfully;
b. only be used for specified and lawful
purposes and shall not be used in any manner incompatible with those purposes;
c. be accurate and, where necessary, kept
up to date;
d. be protected against unauthorised use,
theft, accidental loss, destruction or damage by the use of
appropriate technical and organisational measures.
4.
The
Club also fully endorses the Individuals’ Rights as detailed in the General
Data Protection Legislation.
Specifically, this grants individuals the following rights:
a.
the
right to be informed (fair processing of information, privacy notices,
transparency);
b.
the
right of access (confirmation/access to personal data);
c.
the
right to rectification (must respond within 30 days).
RECORD RETENTION and
PROCESSING POLICY
5.
Principal Data Processor
The Principal Data Controller is the
Hon. Secretary who is responsible for all data storage and processing,
6.
Secure Record Storage
Paper documents are held in a secure
location in the Hon. Secretary’s home for as long as they are needed. Computerised
records are retained on a password controlled computer
and backed-up on memory sticks all held in the Hon. Secretary’s home until no
longer required. In the remainder of this document this is simply referred to
as “Secure Storage”.
7.
Document Destruction
Paper documents that are beyond their
retention date will be destroyed by means of shredding.
8.
Access to Personal data
Members can request full details of their
personal data held by the Club by application to the Principle Data Controller.
MEMBERS INFORMATION
9. Member information is held both
physically and electronically in Secure Storage. Information (gathered on the
data consent and permission form signed by the member) is held in respect of each
individual: name, address and if supplied telephone number and e-mail
address.
10. If a Member leaves the Club their
electronic record is amended with the classification “Inactive Record”. Similarly,
when a member dies their record is amended with the classification
“Deceased”. In either case, the record
is retained for historical statistical/finance purposes.
11. We do not pass members personal
information to any external organisation, charitable or otherwise.
12. Postal correspondence with members
retained on file in a lockable, metal cabinet in the Hon. Secretary’s home.
PHOTOGRAPHS
13. Photographs of members will be taken
from time-to-time for use only for Club purposes. Permission will always be obtained before the
photograph is taken and agreement obtained before it is used in a publication.
Similarly, if the photographs involve minors the consent of an appropriate
adult will always be obtained prior to the photograph being taken and used in a
publication.
14. Photographs will not be kept any longer
than is necessary for the purpose for which they were taken.
AGENDAS, SUPPORTING PAPERS AND MINUTES OF MEETINGS
15. There may be circumstances where part of
the record of a meeting will be personal data as the data is ‘obviously about’
or clearly ‘linked to’ an individual. The Trustees will ensure that electronic
copies of Minutes and any hard copy supporting documents containing personal
data are held in Secure Storage.
APPROVAL
16. The Committee of Reading Coin Club gives
its approval to the principles contained in this document to be implemented with
immediate effect.