All club members are legally bound by the General Data Protection Regulations GDPR. The club has adopted a GDPR policy from October 8th 2024 and it appears below. It will be further discussed at the club Annual General Meeting on 12th November.
You can download a PDF version of the policy.
Further information is available at the Information Commissioner’s Office website.
General Data Protection Regulation Policy
In accordance with the General Data Protection Regulation 2018 (GDPR) there is a
requirement, by law, that all personal data held by the Pembrokeshire Vintage and
Classic Motorcycle Club (PVCMC) has the signed permission of all their members to
hold their personal information.
Below is an explanation of how GDPR applies to the various aspects
of the club and personal information usage. We require that you read through this and
provide “signed” consent, confirming that you understand why we ask for the
information we do and that you agree to us holding this personal information on file.
This GDPR consent Policy details how we at the PVCMC treat any Personal
Information* that you provide to us.
*For the purpose of this document, Personal Information means the basic
information that you are asked to provide to the club, in order to carry out our duties
to you, which are explained in the section below on “How we use your Information”.
This information may include, but not be limited to: Name, address, email and
personal information, as detailed below.
Use of any Personal Information provided by you to PVCMC will not be shared with
a third party without your prior consent.
How does PVCMC use your information?
The details you provide to us are used for the purpose of ensuring that we have
the correct information for you when we provide an appropriate service, such as
membership emails, notifications and renewal notices etc.
Your e-mail address is used to contact you regarding any communications
between us, and also to keep you updated of any progress as necessary. You
will be added to the membership mailing list provided you have consented to be
added.
We need a contact telephone number in case of any query which may arise
where we are unable to contact you via e-mail.
Your postal address is required to provide emergency contact information
should this be needed.
Your name will be recorded against the meetings “Attendance Sheet”.
Photographs
Photographs of a legitimate interest to the promotion of the PVCMC and its events
could include motorcycles and / or riders.
These photographs could be used on the PVCMC website, Facebook page, club
calendar and other promotional material.
If you do not wish this to happen you must remove yourself from any photo taking
opportunities, making your wishes known.
How long is information stored for?
Continuing members: information held on an ongoing basis.
Members who choose not to renew: will be removed from the membership mailing
list, your information will be securely stored for 12 months, then deleted and
shredded.
Any information contained in (and not excluded to) Club Events and Meetings will
remain active whilst the cub’s website and Social Media platforms remain in
place: regardless of whether a member renews their membership or not.
Security of Information
All the personal data we process is processed in the UK and held on a secure,
personal laptop with a secure password. All membership forms are stored in a
lockable storage box.
PVCMC will endeavour to take all reasonable steps to avoid unauthorised access or
disclosure to a third party of any personal information provided to us.
Please contact any committee member for clarification of the GDPR policy.
We reserve the right to update and amend this policy and we would request that you
check this document periodically, to ensure that you are aware of our latest Policy.
Should you have any query with regard to the details provided in this document or if
you wish to make us aware of any change in your Personal Information, please do
not hesitate to contact the club:
Membership Secretary email : ken.pvcmc@btinternet.com.
By signing your club membership application, you accept the above policy.
October 2024