GMC Data Policy
The Guilford Mountaineering Club takes the privacy of our members data seriously and will only use your personal information for club administration purposes and for communicating with you about your membership. Only the meet leaders, membership secretary, treasurer and webmaster(s) will be able to access personal details. More information about how we look after your data can be found below.
As a BMC-affiliated club we will provide your name, contact details and date of birth to the BMC to administer your membership of the BMC including your combined liability insurance cover. The BMC will use your data to communicate with you about your membership. The BMC will contact you to invite you to create a ‘Member Profile’ which, amongst other things, allows you to set and amend your privacy settings. More information about how the BMC uses data can be found at www.thebmc.co.uk/privacy.
We will never share or sell your data without your prior permission.
Why do we process (collect, store and use) data?
- To organize club activities, including
- To communicate with present, past and prospective members about club
- To manage our affiliation to the
We do not use your data to market any third party events.
What data do we process?
Name, address, email, phone, emergency contact, car registration, pictures, chat posts, meet participation.
How long do we retain data for?
- Names and pictures are retained as a historical
- Records of receipts and payments are retained for 6
- Other data is deleted 24 months after membership
What membership categories do we use?
- Active members:
- Full
- Associate
- Introductory
- Life
- Pending renewal (usually for the first 2 months after membership expires)
- Lapsed (for 12 months after membership expires)
- “Deleted” – details of lapsed members are archived for a further 12 months before being
- Guest (restricted website access only)
What data is shared?
- Membership pages (available to active members)
- name, mug shot &
- The website will be enhanced to allow messaging between members.
- Meet Sheet
- map location, phone no, car reg, emergency contact of meet participants
- Meet leader sheet: full member contact details of meet participants
- Meet leader’s info should be securely disposed of once administration has been
- Members contact details are shared with BMC via online
- Members mobile telephone numbers, names plus meets and social arrangements are shared via WhatsApp (on an additional ‘opt in’ basis).
How is data secured?
The website is being enhanced to improve encryption / security.
Committee members holding member data should encrypt the files and secure papers away from the public.
How do I find out what data is held?
You can check your own personal data by logging on to the website. Full subject access requests should be referred to one of the club officers who will respond without undue delay and within a month at the latest.
What happens if there is a data breach?
If there is a data breach it will be addressed promptly by the committee who will record it and their actions.
In the case of a likely severe risk to member’s rights and freedoms as a result of the breach this will be reported to the Information Commissioner within 72 hours of becoming aware of the breach.
In the case of a high risk to member’s rights and freedoms this will also be notified to members so that they can mitigate those risks.
The nature of the data held is such that there will not usually be a severe risk to a member’s rights and freedoms from a data breach.
23rd January 2019