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. Names only are required for 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.
The Club will use the contact details provided to send information about Club meetings and activities and also to send reminders about membership renewals. We may from time to time pass on other natural history/biodiversity related information which may be of interest to members. Only those committee members who need the contact data for these purposes will have access to it. All emails sent simultaneously to more than one member will be “blind copied”. MailChimp and Gmail are the platforms that we use to send email updates.
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. Members who have given consent to receive correspondence have the option to withdraw their consent at any time. A request for rectification or erasure should be made in writing, by letter or email, 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. Under the General Data Protection Regulation (GDPR) the Club is required to specify a data retention period. Members who have not renewed their subscription within twelve 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 twelve weeks after the end of the previous club year.
This policy was amended and adopted by the Club committee on 19 February 2019 and will be reviewed regularly