Privacy Policy

Stewkley Walkers Data Protection Policy

1. Introduction

This document provides the Data Protection Policy for Stewkley Walkers required by the General Data Protection Regulations, 25 May 2018. The policy will be incorporated within an updated Stewkley Walkers Constitution to be tabled at the next AGM and will be subject going forward to amendment as appropriate by changes in the law. Stewkley Walkers will be referred to hereafter as the Walkers, the Walkers committee as the Committee and Walkers members as members.

This policy explains how data on individuals should be collected, stored and used to meet the Walkers’ data protection standards and comply with the law. These individuals can include members, suppliers, volunteers, business contacts and other people the Walkers have a relationship with or regularly needs to contact.

2. The requirement for a policy

This policy ensures that the Walkers:

3. Roles and responsibilities

This policy applies to all those handling data on behalf of the Walkers,
e.g.: It applies to all data that the Walkers hold relating to individuals, including:

Everyone in the Walkers who has access to data has a responsibility to ensure that they adhere to this policy.

A Data Controller will be appointed by the Committee, normally the Secretary, with the Treasurer and Walks Cordinator as back-up, who, together with the Committee, are responsible for why data is collected and how it will be used. Any questions relating to the collection or use of data should be directed to the Data Controller.

4. Data protection principles

The Walkers will only collect data where lawful and where it is necessary for the legitimate purposes of the group.

When collecting data, the Walkers will always explain to the member why the data is required and what it will be used for,

e.g. "Please enter your email address in the form below. We need this so that we can send you email updates for administration purposes including walk schedules, subs payments and other business."

Data will never be used for any purpose other than that stated or that can be considered reasonably to be related to it. For example, personal data will never be passed on to third parties without the consent of that member.

The Walkers will not collect or store more data that the minimum information required for its intended purpose. For example, the need to collect telephone numbers from members to be able to contact them.

The Walkers will ask members to check and update their data on a bi-annual basis. Any individual will be able to update or remove their data at any point by contacting the Data Controller.

The Walkers will keep data on individuals for no longer than 24 months after our involvement with the individual has stopped, unless there is a legal requirement to keep records.

The following requests can be made in writing to the Data Controller:

The Walkers will ensure that data held by us is kept secure.

5. Direct Marketing

The Walkers market their activities via a website, Facebook, local press, the village magazine, advertisements and leaflets. No member details are given out except on walks programmes where walk leaders’ mobile numbers are given with their consent as a contact for walk information on the day.

6. Date of Policy Adoption

25th May 2018 (Amendment to add Walks Coordinator as back-up agreed by Committee on 12th June 2019.)