Data Protection Policy
Does TWAPS need the individual Member’s express consent to store and use their personal information?
Yes. Members, or Junior Members’ parents or guardian, will be asked to give explicit consent when joining the Society or renewing Membership. Failure to give consent will result in not becoming, or continuing to be a Member.
What Members’ personal information is stored by TWAPS?
TWAPS stores individual Members’ first name, last name, full address and postcode, email address, land line telephone number, mobile telephone number, date of birth and whether or not the Member is disabled.
Why does TWAPS collect and store Members’ personal information?
TWAPS uses Members’ personal information soley for conducting TWAPS business. TWAPS needs to keep records of who its Members are and how old they are. From time to time, TWAPS keeps its Members informed by distributing, either by email or by post, newsletters and other TWAPS related notices from time to time. TWAPS has different categories of membership such as Junior, Adult, Disabled etc. which are based on either an individual Member’s age or having a disability.
What does TWAPS do with the stored Members’ personal information?
TWAPS issues membership cards and, for new Members, identity cards using the information supplied on the membership form. TWAPS also communicates with members from time to time. Baliffs can also request certain Individual Member’s details from the Membership Secretary or Website Administrator when dealing with any disciplinary matters.
How does TWAPS store Members’ personal information?
TWAPS stores Members’ personal information in electronic from in a secure environment which is controlled by both the Membership Secretary and the Website Administrator. The data will be password protected and regularly backed up to a secure environment.
Who has access to TWAPS Members’ details and why?
The Membership Secretary maintains the database storing Members’ personal information, including the creating, updating and deleting these details. The Website Administrator can view these details but does not make any changes. The Membership Secretary uses this information to issue membership cards and identity cards. The Website Administrator uses this information to communicate with Members from time to time. Both the Membership Secretary and the Website Administrator respond to queries from Bailiffs when dealing with disciplinary matters.
How can individual Members see what personal information is stored about them?
Such requests should be sent to the Membership Secretary in the first instance, quoting the membership number and full name. A response containing all the Member’s details should be received within 30 days from receipt. The Membership Secretary may contact the individual Member for verification purposes. There is no charge for this service.
How can individual Members have their personal information stored by TWAPS updated?
Such requests should be sent to the Membership Secretary in the first instance, quoting the membership number, full name and requested changes. A response containing the amendments should be received within 30 days. The Membership Secretary may contact the individual Member for verification purposes. There is no charge for this service.
How can individual Members have their personal information stored by TWAPS removed?
Such requests should be sent to the Membership Secretary in the first instance, quoting the membership number, full name and requested removal. A response confirming the removal should be received within 30 days. The Membership Secretary may contact the individual Member for verification purposes. There is no charge for this service. The removal of individual Member’s details may result in that individual no longer being a member of the Society.
For how long will Members’ personal information be stored by TWAPS?
TWAPS will continue to store Members’ data for as long as individuals remain TWAPS members. Should a Member not renew their membership or leave the Society, their details will be kept for a further 12 months, unless the Membership Secretary receives a request to have the individual Member’s details removed.
Which other individuals or organisations have access to TWAPS Members’ personal information?
TWAPS users a third party mailing list provider, currently Your Mailing List Provider (YMLP), to send emails to Members. TWAPS Members’ personal information will not be shared, sold, rented or otherwise disclosed to any other individual or organisation (with the exception of the third party mailing provider) without individual Member’s express written consent, or unless ordered to do so by a court of law.
Version 1.0. Last updated: 14th February 2018
The Thameside Works Angling and Preservation Society (TWAPS) holds personal data about its Members for a number of reasons.
This policy sets out how TWAPS seeks to protect personal data and ensure that, with the authority of the Committee, the Membership Secretary and the Website Administrator understand the rules governing their use of personal data to which they have access. In particular, this policy requires these individuals ensure that the relevant compliance steps are addressed.