Data Protection Policy

WNFC Data Protection Policy

The membership database will consist of names, addresses, phone numbers, email addresses, membership type and dates of payments only. Parental/guardian’s consent is required in the case of junior members.

The Membership Secretary shall be responsible for the database and will be kept safe and secure. Electronic copies will be password protected. A copy of the database will be held by the Assistant Membership Secretary.

Contact details of members will only be used by the Club in connection with Club activities or for passing on information which may be of interest to members. Only those committee members who need the data for this purpose will have access to it.

All emails sent simultaneously to more than one member will be “blind copied”.    MailChimp is the platform that we use to send email updates.

Members who have given consent to “all correspondence by email” have the option to withdraw their consent at any time by making a request, in writing, to the Club Secretary.

Members’ details will not be passed on to third parties. Any enquiries from third parties for a member’s contact details will be passed to the member with the third party’s consent.

Members must complete a membership form when renewing their subscriptions.

Members who have not renewed their subscription within six weeks of the end of the “club year” i.e. 31 December (see paragraph 3.5 of the Club constitution) will be removed from the membership database and all details will be deleted.

All Membership Forms will be destroyed six weeks after the end of the previous club year.

Members have the right to have their Personal Data corrected, if inaccurate, or erased if there is not a legitimate reason for retaining the data. A request for rectification or erasure should be made in writing, by letter or email, to the Club Secretary.


This policy was reviewed and adopted by the Club committee on 17 May 2018 and will be reviewed regularly