Privacy Policy for Phoenix Walking Club

Phoenix Walking Club takes your privacy seriously and is committed to ensuring that all personal information handled by the club is processed according to the legally compliant standards of the General Data Protection Regulations which came into force on 25thMay 2018. As a “controller” of the personal information that you provide to us, this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.

What we need from you

When you join as a member of Phoenix Walking Club or renew your membership, we may ask you the following personal information:

Contact details – e.g. name, address, email address and phone number

If you do not provide us with the personal information that we need this may affect our ability to offer you our membership services.

When we collect your data, we will ask your consent to use it in different ways e.g. preferred means of contact.  We will only use your personal data in ways you have given us permission to do so.

Why we need your personal information

Administration

We collect and use personal data solely for administrative purposes in order to help us carry out our services to members.

This includes:

  1. Receiving membership subscriptions.
  2. Issuing membership renewal reminders
  3. Maintaining a contact database of our committee, leaders and members and their contact permissions.
  4. Fulfilling coach bookings placed on-line, over the phone or in person.
  5. AGM and Committee notices
  6. Organising club activities.

Legitimate purposes

We may also share personal information with professional and legal advisors for the purpose of obtaining advice.

We respect your privacy and will not sell or disclose your personal information to any third party, including other Ramblers groups locally or nationally.

How we protect your personal information

Your personal information is accessed by our, Membership Secretary, bookings team at Chirnside House and General Secretary only for the purposes set out above. It is stored by our club in a password protected computer database and paper based filing systems which are securely stored.

How long we keep your personal information

We only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and delete your personal information where you have not renewed your membership with us for one year.

You have a right to:

  • Change your communication preferences or restrict the processing of your personal data for specific purposes.
  • Request that we correct your personal data if you believe it is inaccurate or incomplete.
  • Request that we delete your personal information.
  • Access the personal data that we hold about you through a “subject access request”.

You can contact us by e-mail at: …………….@gmail.com

Complaints

If you are unhappy about how we have used your data, you can complain to the General Secretary of the club

If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk

Notification of change of Privacy Policy

Phoenix Walking Club reserves the right to amend this Privacy Policy at any time. Notice of any change will be posted on our website and will be deemed effective on publication.

Honorary General Secretary

Phoenix Walking Club

December 2019

Data Protection and Privacy Policy

General
• The Phoenix Walking Club (hereafter – ‘The Club’) needs to keep personal data about its members to carry out the club activities.
• We will collect, store, use, amend, share, destroy or delete such data in ways which protect member’s privacy, and which complies with the UK General Data Protection Regulation (GDPR) and other relevant legislation.
• We only collect, store, use, and amend the minimum amount of data that we need for the clear purposes of running the club and we will not collect, store, or use data we do not need.
• We only collect, store, and use data for purposes that are in the club’s legitimate interests.
• If requested, we will provide members with a copy of the information we hold about them.
• If requested, we will delete their personal information.
• We will endeavour to keep personal data up-to-date and accurate.
• We will not share personal data with third parties or other members of the club without the explicit consent of the relevant individual, unless legally required to do so.
• Personal data will not be used on club publicity without specific consent.
• This policy will be reviewed regularly.

Storage of members data
• Currently all personal information held about members is stored by ‘WebCollect.’ (Online membership and events management software.)
• WebCollect have very stringent date protection strategies in place which fully comply with the GDPR.
• WebCollect have privacy policies which forbid the sharing of our data with others. 

Access to the data
• Club members may access their own personal account page via a personal email address and private, personal password.
• The overall management of the WebCollect system is currently undertaken by designated members of the committee.
• Other club members (mainly committee members – but not strictly so) may be given varying degrees of access to the club membership data to allow them to carry out their role in the day to day running of the club.
• Such members with additional access agree that:
➢ they will not pass personal data to other club members or outsiders,
➢ they will not use the data for anything other than club business without specific consent,
• Furthermore, that when members with additional access no longer need such access, (retirement / change of role etc) the ability for them to access club data is withdrawn.


Date of Policy, August 2023