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GDPR STATEMENT
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GENERAL DATA PROTECTION REGULATION MAY 2018
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The General Data Protection Regulation came into force on the 25th May 2018 and the Club is committed to operating within the new rules. The Club holds and processes members’ data only as necessary for the legitimate interests of the Club. Members data will be retained and processed on databases retained within our website. Only the minimum amount of data needed will be held.
The purpose of this circular is to inform you as to how we hold and use members’ data.
The data we hold are names of members, and their partners if provided to us, along with addresses, telephone numbers, email addresses, and details of Bristol cars owned by each member. In some cases we also retain bank account and sort code details for the purposes of taking subscriptions by way of bank direct debit. The data is retained for so long as an individual remains a member of the Club, and is deleted when a member leaves the Club, although the fact that a member has owned a particular car may be retained on the Club website database. The information that a member (but not their address or other identifying data) won a particular trophy may also be retained long-term.
Other than for purposes of managing Direct Debits as indicated above, members’ personal data is not shared with any person or organisation outside the Club. Car data on request, but not personal data, is shared with, and restricted to, the Bristol Owners Club of Australia (BOCA) and the Bristol Register of New Zealand (BRONZ). Members’ data is available within the Club to members only upon login to the website using a secure password, or by specific request from an identified member to an officer of the Club. Any member may request any officer of the Club to provide a copy of all data held by the Club relating to that member, free of charge, either in an electronic format, or by post. The Club must respond within one calendar month.
Website passwords are not shared with anybody, not even the website’s database manager.
If any member does not want specific personal data and/or data relating to the ownership of their car(s) to appear on the website or to be shared with any other members then we will honour that request.
The Club uses members’ names and addresses to circulate the Newsletter and the Bulletin magazine, which are included in their subscription, to remind members of subscription renewals, postal correspondence and emails, which includes AGM notifications, notifications of forthcoming events, and for the recording of participants on Club tours and other events. Additionally, Club Officials and Officers’ contact details, in an agreed format, are printed in the Club’s publications.
Unless a member has requested otherwise, members’ personal address, telephone number, email address and car details (but never bank details) as retained by the Club, are published in the Bristol Owners Club Membership and Car List. Previously this has been sent out in hard copy through the post to all members. In future however, it is intended that it be available only in the members’ section of the website.The data and information contained within the Bristol Owners Club Membership and Car List, whether this be gleaned from the website or from a hard copy (current or previous edition) may not be shared outside the Club, nor used for any kind of commercial purpose.
Members must be aware that the Club’s Newsletters and Bulletin magazines may contain personal data including pictures, which show car registration numbers. The Club’s publications also contain car related advertising from companies, who pay the Club an income to do so. These companies do not have access to members’ data, and cannot directly target an individual member or members. Copies of the Club’s publications are circulated to car related magazines, FBHVC, and also members of the public at car shows etc.
The Club undertakes to hold all information securely and guard against any data breach. The Club will notify members immediately should it become aware of any data breach. If any data breach or unauthorised disclosure takes place then members have a right to complain to the Information Commissioner, although we hope that they would take up any issues with an officer of the Club first.
You can appreciate that whilst you can ask to delete some of data that we hold, such as car details, there is a minimum amount of data that we must hold if you are to remain a member of the Club.
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