1. Definitions and abbreviations:

1.1. GDPR - General Data Protection Regulation

1.2. Club - Leigh on Sea Probus Club

1.3. Member - A paid-up member of the club

1.4. Committee - Members elected to serve on the committee

1.5. Data Controller - The Committee. Responsible for determining the purposes and means of processing personal data.

1.6. Data Processor - The elected secretary of the Club. Responsible for processing personal data on behalf of the Data Controller.

2. Purpose:

2.1. The purpose of this policy is to set out how Members' personal information will be gathered, stored, managed and used in compliance with the GDPR.

3. Personal information held by The Club about Members:

3.1. The Club will only hold information about Members that is relevant for membership purposes. This will include:

3.1.1. Name and that of their partner where appropriate.

3.1.2. Postal address

3.1.3. Telephone number

3.1.4. Email address

3.1.5. Records, as appropriate, of payments made, or received in connection with the activities of the Club, including, but not limited to, annual subscriptions, lunches, regalia, donations, holidays, trips, refunds and expenses incurred.

4. How the personal information is used:

4.1. For members of the Committee to communicate with Members and/or their partners where appropriate, matters relevant to the business of the Club.

4.2. As part of the annual membership list provided to Members, for the sole purpose of making Members aware of the Club’s membership and to facilitate personal contact between Members. Only personal information in Sub-clauses 3.1.1 to 3.1.3 will be shown in the membership list.

4.3. Where a Member specifically agrees, to provide a company arranging holidays, trips, or the like on behalf of the Club, with that Member’s contact details, to enable that company to contact that Member. Only personal information in Sub-clauses 3.1.1 to 3.1.4 will be provided and strictly on the basis that its use will only be in respect of the specific holiday, trip, or the like being arranged.

4.4. To comply with any legal requirement with which the Club is required to comply.

4.5. Personal information about a Member will not be communicated to any other organisation, or non-Member

5. Members' rights and obligations

5.1. Members have the right to request that personal information is withheld from other Members of the Club provided that the ability of the Club to discharge its responsibilities in accordance with Sub-clauses 4.1 and 4.4 above is not compromised. A pro-forma is available from the Data Processor for this purpose.

5.2. Each Member has the right to review, change and/or withdraw personal information held by the Club about him provided that the ability of the Club to discharge its responsibilities in accordance with Sub-clauses 4.1 and 4.4 above is not compromised.

5.3. Each Member is responsible for ensuring that the information held by the Club about him and his partner, where applicable, is accurate.

5.4. Members shall not use the personal information of other Members except in accordance with this policy.

6. The Club's obligations

6.1. The Data Controller will maintain this policy on an ongoing basis to ensure that The Club is compliant with the GDPR and will carry out an annual review at the meeting of the Committee immediately prior to the Club's AGM.

6.2. The Data Processor and any other member of the Committee using Members' personal information will maintain records in a secure manner to avoid any breach of this policy.

6.3. The Data Processor will maintain securely accurate records as set out in accordance with Clause 3 above subject to compliance by Members of their obligation in Sub-clause 5.3 above.

6.4. The Committee will use Members' personal information, subject to any modifications occasioned by Sub-clauses 5.1 to 5.3 inclusive above, only as set out in Clause 4 above.

6.5. Upon cessation of a Member’s membership of the Club, only such personal information about that member will be retained securely in order for the Club to comply with Sub-clause 4.4 above.

June 2018