Data protection policy

We are required to:

    1) Gather only the minimum amount of data

We need only your name, address, email and phone number, plus a declaration that you are over 18 (we do not need your exact age or date of birth). For members under 18 we require the same details of their declared parent or guardian 

    2) Gather data for a defined purpose

We will use your data for emergency contact, for use by relevant authorities (such as venue, police or council) in the event of an incident, to contact you regarding events they are participating in. And, if opted in, contact regarding future events.

    3) Hold data for only as long as necessary 

Non-attendance during a whole Calendar year will result in the record being deleted.

    4) Allow you to see what data we hold

You may make a request to see what data we hold about you. You must give us a reasonable amount of time to present you with the information (no more than a week). No member will be instantly shown their details on computer due to the risk of accidentally revealing another member’s details.

    5) Respect your right to have incorrect information corrected

The committee will act promptly on all corrections and updates

    6) Keep your data securely. 

Physical forms will be kept in a secure locker. Electronic information will be held on a securely passworded server. A committee member, currently the Treasurer, will be the nominated person responsible for this, and for reporting any breach to affected members.