This document sets out why PVCMC (“the club”) retains members personal information and the way “the club” will use members personal data in any given membership year which runs from 1st January to 31st December each year.
Name: The members names will be retained in order to identify them as current year members of the club, to address both electronic and postal communications and for the allocation of current year membership numbers.
Land Line Telephone Number: Members land line telephone numbers will be retained to enable the clubs officials & nominated persons to contact the member in question re any of the clubs activities or matters relating to their membership.
Mobile Telephone Number: Members mobile telephone numbers will be retained to enable the clubs officials & nominated persons to contact the member in question re any of the clubs activities or matters relating to their membership.
E-Mail address: Members e-mail address’s are retained for the purposes of notifying them of any weekly activities, of any club arranged events, and generally in dealing with any matters relating to their membership of the club.
Payment Method & Year: Each year the method of payment used by a member is recorded for accounting and verification purposes as well as for confirmation that the member is question is a fully paid up member for the current membership year.
Address: The members address will be retained to allow for the posting of membership cards and any other notifications not able to be sent by electronic means
Information Dissemination: No data provided by members will be passed on to any third parties for any reason
Access: Persons able to access the members data held is limited to club officials namely The Chairman, The Deputy Chairman, The Club Secretary, The Treasurer, The Media/Internet Officer, The Webmaster, & The Membership Secretary. In addition nominated members each year will have access for the purposes of weekly ride outs and meeting notifications, the dissemination of notices of club meetings with accompanying minutes/agendas, and for the general smooth running and administration of the club and its activities. The Database will be password protected.
Internet: The club may use members names only & member submitted photographs on the clubs website, on its twitter feed, and face book pages highlighting both the clubs past and future activities Any members name or photo used in this way will be removed upon request at any point by the member concerned The names of the clubs officials for the current year and contact information will be shown on the clubs website and face book account as well as any nominated contacts for specific clubs activities such as Thursday meetings or media contact.
Deletion: All information will either be deleted if the member decides to leave the club once notified of their departure, on request by the member, or on the expiration of the current membership year.
All data is held for the sole purpose of administering and running PVCMC activities, will be password protected for our records, and notifications under the provisions contained within:
SECTION 34 (6) DATA PROTECTION ACT 1984
Dated: 1st May 2018 Version 1