We are legally required to satisfy requirements of the General Data Protection Regulations 2018 (GDPR). This page explains what data we need to hold, how we keep it and how we use, and protect your privacy.
Your name, email, address, telephone number(s) and where you get on the coach.
Our Secretary & Bookings Secretary hold spreadsheets on their password & virus protected personal laptops and phones with the details mentioned. Data is regularly exchanged via email & cross-checked for correctness and back-up purposes. Committee Members and Walk leaders hold a list of mobile and emergency contact details for our members. Information may be supplied to other committee members from time to time either in file or paper formats e.g. a list of those who walked during the year.
Those who have not walked for over a year are contacted and their data removed unless they confirm they wish to stay on our system.
Coach companies must have passenger lists in case of accident. We provide names for those expected at each pick-up point to the G-Line office for each walk. G-Line commit to not using this information for any other purpose.
The computer files involved are also backed up on readily available “cloud based” systems. These are beyond our control but we consider them to be suitably safe and secure for the nature of the data concerned. Copies are also held on the Club and Secretaries’ smart phones for emergency access during a walk if needed.
Email details are regularly used for contact purposes – usually twice each month. Addresses, phone numbers and ICE (In case of Emergency) contact names are primarily for use in the event of an incident occurring during a walk.
Most contact is by email to tell you about recent and forthcoming walks and for booking. Emails are nominally sent to Freebootersmembers@gmail.com or Freebootersbookings@gmail.com with individual email addresses bcc'd so that they are hidden from other members.
Personal information is kept confidential and your data will NOT be used for marketing or purposes other than informing you of news and details of our activities, nor will it be provided, rented or sold to other organisations or passed to other members. You can see who else has booked for a walk and we will let you know if another walker wishes to make contact with you.
Group photos may be taken during walks or at other events and circulated. Named individual photos will only be used if permission has been obtained. If you don't wish to be photographed, please avoid the photo opportunities.
If, having read this, you are unhappy with the content and way in which your personal data may be used, or in particular do not wish to receive our regular email communications, please let the Secretary know. If you want to be sure that the details we hold are correct and up to date, we will be happy to provide a copy.