RECORDS AND PERSONAL DATA
Legislation defines personal data as information which relates to a living individual who can be identified either from that data or in combination with other data which may become available.
In order to provide an effective administration for the Area and the groups making up the area it is essential that we make full use of computing. This does mean we need to keep certain personal information on file to carry out our day to day operations.
We do not record any sensitive personal data for example, racial or ethnic origin, political opinions, religious beliefs, trade union membership, physical or mental health, sexual life, and any proceedings for any offence (committed or alleged), the outcome of such proceedings or any sentence of any court in such proceedings.
The Ramblers Association nationally (the Ramblers) sets out our formal Data Protection policy to ensure the organisation complies with current legislation. All Area and Group officers work under the prevailing guidance of the Ramblers data protection officer and members can access that guidance at the website detailed below.
As an Area and Groups we are provided with full membership details from the central office. These are maintained by the Area and Group Membership Secretaries and are provided as required to other Area and Group Officers to allow them to fulfill their roles.
Membership data may be used for managing membership status and subscriptions, communicating with members with regard to organisational issues and promoting Rambler’s events and campaigns. Only data needed for the specific purpose will be asked for or recorded.
In joining the organisation it is taken that members wish to receive such publications as are produced including Area and Group newsletters. To this end Area and Groups hold addresses on computer. The only information we hold is information members provided to the organisation to allow us to provide you with the membership services you requested by joining the organisation and it will not be divulged to third parties without that member’s specific consent.
The Area and the Groups use the postal addresses to post out local newsletters and email addresses to send out information between those publications.
Where a member has provided an email address, consent is effectively given for it to be used in furtherance of the organisation’s activities. If at any time you decide you do not wish to receive email communications please advise the Area Secretary and your Group Secretary. Members will in any event be reminded from time to time that it is their choice as to how we communicate with them.
If you do have an email address we would ask you to keep the Area Secretary and your Group informed as we are trying to make more use of electronic communications to keep costs down
As all Area and Group Officers are volunteers the information you have provided is kept on personal computers or laptops etc., but we will keep the information you provide to us as secure, as accurate and as up to date as possible.
In order that members can contact the appropriate local officer contact details of that officer will be published in newsletters but only to the extent that officer wishes.
All this means that we will treat your information fairly and in ways you would expect.
Our formal privacy notice follows
Privacy Notice Leicestershire & Rutland Area of the Ramblers
We have access to the personal information that you provided to the organisation both nationally and locally and this 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
Why we need your personal information – contractual purposes
We need to collect our members’ personal information so that we can manage your relationship with us. We may use our members’ personal information to:
- · Provide you with core member services
- · Record your communication preferences.
Why we need your personal information – legitimate purposes
We also process our members’ personal information in pursuit of our legitimate interests to:
- · Provide you with news and updates about the activities of the Association, opportunities to get involved in training, organised walks other Area activities and campaigns
- · Raise awareness of the Association’s activities by capturing photos at Ramblers’ events. We will use this for promotion and development purposes.
- · Respond to and investigate your questions, comments, support needs, complaints, or concerns
Other uses of your personal information
We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.
Who we share your personal information with
We may be required to share personal information with statutory or regulatory authorities such as the Health & Safety Executive to comply with statutory obligations. We may also share personal information with professional and legal advisors for the purpose of obtaining advice.
Third party suppliers with access to members’ personal data
The Area uses third party suppliers to provide services e.g. banking and printing/posting our newsletter. These suppliers may process personal data on our behalf as “processors” and are subject to contractual conditions to only process that personal information under our instructions and to protect it.
In the event that we share personal information with external third parties, we only share such information strictly required for the specific purposes and take reasonable steps to ensure recipients shall only process the disclosed personal information in accordance with those purposes.
Unity Bank process payment transactions securely on our behalf.
Alfred Willday & Son Ltd, Unit 1, Dunns Lane, Leicester LE3 5LX - 0116 251 8478 print and distribute our newsletter
The Newsletter is lodged with the British Library under Publisher ID L-42592
We use the Ramblers Association nationally to provide a web-hosting service for the Club website
How we protect your personal information
As all Area and Group Officers are volunteers the information you have provided is kept on personal computers or laptops etc., but we will strive to keep the information you provide to us as secure, as accurate and as up to date as possible. This means that we will treat your information fairly and in ways you would expect.
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 getting in touch with the Area Membership Secretary or Secretary using the contact details on the Area website (http://leicsra.org.uk) or in the Area newsletter.
If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk or Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.