Privacy Policy

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WARRINGTON HF RAMBLING CLUB GDPR POLICY 

Data Held 

For each member we hold the following data: 

Name  Address Tel No(s) Email Address 

Purpose 

To send programmes to home address 

To send emails with walk details and other club information 

We occasionally need to contact members by telephone                                                                                                                     

How Obtained 

Given freely by members for the purposes shown above. 

How long will it be kept 

Data will be deleted within approximately 3 months when a person ceases to be a member. Although data may be held if it is known that the person will be rejoining in the near future.  

The club handwritten membership books are kept in perpetuity. They only contain a list of names. 

Data held by whom and why 

• Chairman        All data                for the effective running of the club 
• Secretary        All data                for the purposes shown above   
• Treasurer        All data                for recording who has paid subs and as a back up email service to the secretary                                              
• Committee Members who organise walks      Names, email, phone no(s)

                                                                 for contacting leaders when organising the programme.    

• Facebook Administrator               Names of all members

                                                                  to enable checking when someone asks to join the

                                                                  Facebook group 

• Website Administrator                  Names, email

                                                                  to allow the private area of the website to be

                                                                   administered                    

All persons holding members data have an obligation to store that data securely and to delete it when no longer necessary. 

Children’s Data 

The club will not hold any data for children under 18 years of age. 

Temporary Data 

For people who contact the secretary for information about the club, the secretary will hold the name and email address. This will be deleted after approximately 3 months if the person does not join the club. 

Publishing of Data 

Leaders names and phone numbers are printed in the club programme. (With their consent.) 

Leaders names but not their phone numbers are published on the club website in the members only section.(With their Consent) 

 The phone numbers of the Chair and Secretary and Treasurer are printed on the club programme. (With their consent.)

Sharing Data 

The secretary will share data with other committee members for the purposes of running the club. 

e.g. contacting leaders etc… 

The secretary must ask permission from individual members before passing their data e.g. phone number, email address to another member. 

The secretary must ask permission before sending personal information to other members e.g. health updates. 

Communication 

Walks programmes are sent by post to members home address. Most other communications, walks details, newsletters, club events etc… are sent by email. 

There is an option to change communication preferences. 

Photographs 

Photographs of members are also considered a type of personal data. Photographs are published on our Website and on our Facebook, because we need to showcase our activities as part of our effort to attract new members, and to ensure our continuance as a viable and flourishing Club. The Web Officer and the Facebook Administrators are responsible for compliance with GDPR, so Club members should adhere to the following guidance:  

• Photographs of one or two members, where they are the main focus and/or are easily identifiable, are acceptable if the individuals have specifically agreed to the photograph being published on our Website or Facebook.   
• Staged photographs of members grouped together are acceptable if the individuals in the group are willing for the photograph to appear on the Website or Facebook. Members taking such photographs should make clear to the group, before the photograph is taken, that it may be published, thus giving individuals the choice to either stay in the group or withdraw.  
• Photographs that are candid, having been taken possibly without members’ knowledge, but where members are not easily identifiable, are acceptable. Only candid photographs are used in publicity material such as the Wirral or Cheshire Walking Festivals.   
• A member has the right to request a photograph be taken down off our Website or Facebook.   

Data Breaches 

The main risk of data breaches is the email system. While every effort is made to use blind copy (Bcc) when sending emails it is a manual system. There have been instances where members email addresses have been visible to all members.  

Policy revised 27 September 2023