The EU General Data Protection Regulations (GDPR) now require a clear and unambiguous statement, by companies and other organizations such as charities and clubs, about how personal data is collected, stored and processed. The new rules go beyond the previous laws on Data Protection and are designed to give greater protection and rights to EU citizens.
To adhere to the new regulations King Alfred Probus Club provides its Members with the following statement on privacy of Members’ Personal Data.
King Alfred Probus Club Data Officer
The ultimate responsibility for the privacy of members' personal date lies with the identified Data Controller. The Data Controller is the legal entity representing the organisation which in the case of King Alfred Probus Club it is the Committee and in particular the three Officers namely President, Secretary and Treasurer. The Committee can be reached on the following email address; firstname.lastname@example.org. The Officers can be reached on the following email address; email@example.com.
The Data Processor or Data Officer is the person responsible for managing the processing of the Personal Data on behalf of the Data Controller. King Alfred Probus Club nominates a Data Officer who serves as member of the Committee. The Data Officer is usually, but not necessarily, the Webmaster. The relevant email addresses for reaching the persons responsible are as follows. Data Officer is reached at firstname.lastname@example.org and Webmaster at email@example.com.
When a person applies to join the Membership of King Alfred Probus Club, either online or as part of a standard application, Personal Data about the applicant is requested and used by the Committee as part of its selection processing. If the applicant is subsequently selected to become a Member of the club that person’s Personal Data is transferred to the Membership List. The Personal Data maintained on the Membership List is as follows.
Date of Birth
Partner’s or Spouse’s Name
Landline Telephone Number
Mobile Telephone Number
Emergency Telephone Number
Profession or Occupation
Hobbies And Leisure Pursuits
Date of Joining KAPC
Category of Membership
Any Special Role in KAPC
Digital Photograph (optional)
The GDPR requires an organization that collects, stores and processes the Personal Data of Data Subjects should clearly establish the Lawful Basis for carrying out the processing of the data. There are seven Lawful Bases defined by the GDPR under which an organization can process Personal Data . These are Consent, Contract, Legal Obligation, Vital Interests, Public Tasks, Legitimate Interests, and Special Categories of Data including Criminal Offence Data. A full discussion of each of these can be found on the UK Government Information Commissioners Office webpage at the following URL; https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/principles/.
After due consideration of the Processing (see below) to be carried out on the Personal Data of Members, King Alfred Probus Club found two Legal Bases that apply. These are Consent and Legitimate Interests. Of these Consent was chosen as the most appropriate and each Member will be formally sent the required documents setting out the detail of the Lawful Basis, the items for which consent is required and her/his rights regarding the Personal Data collected.
King Alfred Probus Club has Members drawn from many professions and vocations who are now retired or semi-retired. The Club meets monthly to enjoy fellowship over a good meal and listen to an interesting after-lunch talk. Throughout the year the Club, via its Committee, organizes many external events and activities for its Members. The Committee is responsible for administering the finances of the Club, for communicating with Members and the general public via its website. Members communicate with other Members, the Officers and the Committee and also the Webmaster on all matters of interest and organization. The Club supports its members wherever and whenever possible and is developing strong social network links to the community at large.
In support of Members and the activities of the Club the Personal Data of Members will be used in the following ways.
* To maintain a list of Members of the Club
* To administer the membership of the Club
* To administer the finances of the Club
* To administer the annual programme of the Club
* To organize an annual programme of events, talks, outings and other activities for Members
* To organize special events for Members
* To communicate with Members in a cost effective and timely manner
* To communicate with Members about meetings
* To communicate with Members about menu selections
* To communicate with Members about birthday events
* To publicise the Club and its activities via a Club website
* To provide secure access to areas of the Club website dedicated to Members only
* To maintain secure online login access to the Club website
* To provide a regular newsletter for Members of the Club
* To provide ways for Members to submit content to newsletters and website
* To support Members and the Committee with online blogging facilities
* To provide communication access to Associate Members unable to attend meetings
* To foster social links with and between Members and the wider community
Members’ Personal Data will be stored maintained by the Club Secretary. The Master Membership List will be stored in electronic form using Microsoft Word and Microsoft Excel. Sub-sets of the Personal Data e.g. the email address will be used by the Committee to carry out their roles in communicating with Members. To facilitate this communication, without individuals having access to every email address, group email addresses will be defined and used. The Webmaster maintains the master list of email addresses and group email addresses on the secure website hosting service (see below).
King Alfred Probus Club will retain its Members’ Personal Data for the period during which they apply for membership, become members and/or associate members of the Club. The Personal Data is stored on the active Master Membership List. Once a Member resigns from the Club or leaves the Club, for any reason, the Members’ Person Data is deleted from the active Master Membership List. The retiring members personal data may be retained on an archive membership list for historical reasons unless the member, or the members next of kin, has specifically requested otherwise.
One of the main objectives of the new GDPR is to protect the rights of EU Citizens with respect to the gathering, storage and processing of their personal data. The following rights are conferred on individuals.
* The right to be informed
* The right of access
* The right of rectification
* The right of erasure
* The right to restrict processing
* The right to data portability
* The right to object
* Rights in relation to automated decision making and profiling
The purpose of the King Alfred Probus Club Privacy Statement is to address the first of these rights, the right to be informed. We wish to be clear about the Personal Data we collect from Members and how it is stored and how it is used for processing in support of Members and the activities of the Club.
Members have the right to know what personal data is being stored and to ask for any errors in their personal data to be corrected. The have a right to ask for data to be erased and for references to them to be forgotten. They may ask for certain aspects of the Club’s processing to not be applicable to their personal data. Members may ask for copies of their data to be provided to them in electronic form. They may also ask for their data to be excluded from any automated profiling processing the Club may use.
Those Members wishing to exercise any of the above rights should in the first instance write or speak with the Data Officer at firstname.lastname@example.org. A full discussion of these rights can be found in the guidance documentation provided on the UK Government Information Commissioners Office webpage at the following URL; https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/principles/.
King Alfred Probus Club considers the safeguarding Members’ Personal Data to be very important and undertakes not to share Members’ Personal Data with third parties for marketing purposes.
As part of the support of Members and the Club’s activities services of third parties are used by King Alfred Probus Club. The Club’s website is hosted by the web-hosting company Fasthosts. Fasthosts provides secure servers to host customer websites. The Club’s webmaster creates group email addresses for use by Members. To provide this service individual Members’ email addresses are stored on the secure servers of the hosting service.
In addition there are two other services the Club uses to support Members. Secure access to the Members Area of the Club website using email address and password is implemented on the website using a software component called Sitelok provided by Vibralogix. To achieve this level of security each Members’ email address is stored in the software component located on the website secure server. The remaining third party component used by the Club is Mailchimp. Mailchimp allows the Club to provide a newsletter facility for Members. To provide this Mailchimp has access to the email address of each Member of the Club. Each third party has their own Privacy Statement available on their respective website.
The King Alfred Probus Club Website can use simple cookies; small files of text, placed on the visitors computer to enhance the experience and functionality of a return visit to the website. The user/visitor is able to control which cookies are acceptable via the settings in the users browser. Simple cookies are transient files usually deleted by the browser at the end of a session. Some cookies are persistent and are stored in the user's browser and are available to the website when the user visits subsequently.