Portishead Probus Club Data Protection Policy

22 February 2024

The General Data Protection Regulations (GDPR) came into force on 25 May 2018.
It is designed to protect individuals from the misuse of their personal information.
There is a general obligation to demonstrate compliance with data protection
principles. A basic requirement being to have a lawful reason to collect personnel
data.
The Law
Personal data can be collected if:
 The consent of individuals is given.
 It is in the legitimate interest of the data controllers (Club Secretary/Club
Treasurer/Dining Secretary/Welfare Secretary)
 It is necessary for the administration of Club business (Communication of
details of meetings/ activities, Club resolutions, minutes etc.)
Personal Data
Data held by Treasurer and Secretary:
Name; Address, Landline Number, Mobile Number, Email Address, Previous
Occupation, Year of Birth, Partner’s Name, Emergency Contact and Telephone
Number.
General Data
Data held by Secretary and Committee Members: Minutes of Committee and
Regular Meetings.
Data held by Secretary: Application Forms.
Data held by Treasurer/Dining Secretary: Subscriptions paid, intentions to dine,
payments for lunch.
Data distributed to members: AGM minutes.
Transfer of Data
Data will not be passed outside Portishead Probus Club without permission (e.g. the
Secretaries mobile number for prospective member enquiries.. Data will not be
disclosed for marketing purposes or other commercial gain.
Erasure
The data of members who leave the Club for whatever reason will be deleted within
28 days of the date of leaving. This applies to membership lists and copies of
application forms.