BRACKNELL MIXED SAUNA NATURIST CLUB
PRIVACY STATEMENT AS REQUIRED BY THE GENERAL DATA PROTECTION REGULATION.
The new General Data Protection Regulation comes into force on 25th May 2018 and this Privacy Statement is to explain how and why the club collects and uses members’ personal information, how it is kept secure, members’ rights in relation to it and how long it is kept for. The Data Controller for the purposes of the General Data Protection Regulation is the Club Secretary.
Collection of Information.
When a person joins the club as a member they will be asked to complete a membership application form and give details of their name, address, telephone numbers (landline and mobile), email address and British Naturism membership number if they are members. They will also be asked to provide Emergency Contact details of anyone they would wish to have contacted in the event of them becoming unwell or suffering an accident whilst attending a club meeting or session.
Why the information is collected and how it is used.
Members’ personal information is collected and used solely for the purpose of the proper organisation and administration of the club. This will include, but is not limited to:-
Enabling the club to maintain records of membership and fees paid. Advising members of closures of the Forest Spa or of facilities that are not available. Circulating members with information relating to naturist activities.
Supplying information to First Aiders or members of the Emergency Services if a member becomes unwell or suffers an accident at a meeting or session of the club.
Supplying information if required by law enforcement agencies.
In the event of disciplinary procedure against any member for unacceptable behaviour resulting in their expulsion from the club details of that person’s name and the area in which they live may also be disclosed to British Naturism if a quorum of not less than four members of the Club Committee consider it necessary and appropriate.
Members’ personal information will never be sold or given to any other body or person, even club members, without the positive consent of the member concerned.
How data is kept secure
This data will be stored by the Data Controller and only divulged to the Chairman and Membership Secretary of the club unless any other disclosure is consented to by a member
A printed copy of members’ personal information together with a copy of the Emergency Contact List will be kept in a sealed envelope in the club box in the management area of the Forest Spa at the Bracknell Leisure Centre, marked ‘PRIVATE AND CONFIDENTIAL. TO BE OPENED IN AN EMERGENCY ONLY’. This is so that members can supply details to First Aiders, Emergency Services or Police in the event of an incident occurring at the Spa necessitating such disclosure.
The data will be kept by the Data Controller on two Memory Sticks (sometimes referred to as Flash Drives) the second (a reserve in case one develops a fault) being updated each time an entry is made or amended. These devices will be removed from the Data Controller’s Personal Computer when not in use. The computer itself has proprietary security software installed which is automatically updated at regular intervals and also benefits from having the Windows Defender system installed.
Members’ rights in relation to the data
The General Data Protection Regulation gives members certain rights.
To access their personal data.
To be provided with information about how their personal data is processed.
To have their personal data corrected.
To have their personal data erased in certain circumstances.
To object to or restrict how their personal data is processed.
To take any complaints about how their personal data is processed to the Information Commissioner’s Office – website www.ico.gov.uk
How long members’ data is kept
Member’s data will be kept as described for as long as the person is a member of the club and for 3 years after they cease to be a member. This is because people sometimes re-join the club within this period.
Each and every member’s consent is required to the keeping and use of their personal data as described above. The General Data Protection Regulation specifies that positive consent is required, it cannot be by way of a pre-ticked box etc. Can all members please notify the Data Controller by email or in writing that they consent to the keeping and use of their personal data.
A ‘Consent List’ will be available for members to sign at the Sauna.