Leicestershire & Rutland Ramblers

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.

However, in order to provide an effective administration for 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 officers work under the prevailing guidance of the Ramblers data protection officer and members can access that guidance at the website:

http://www.ramblers.org.uk/great-britain/resources/volunteer-resources/membership-secretary-toolkit/data-protection-guidance

As an Area we are provided with full membership details from the central office. These are maintained by the Area Membership Secretary and are provided as required to other Area 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 uses the postal addresses to post out the twice yearly newsletter 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.  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 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.

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Saturday, April 21, 2018