GDPR CONSENT FORM

IRONBRIDGE AND SEVERN GORGE LIONS

DATA POLICY STATEMENT - MEMBERS

  1. Introduction

The background to this policy statement is the EU General Data Protection Regulation (GDPR) which was embodied, for the UK, in the data Protection Act 2018.  This Act imposed significant obligations on organisations involved in collecting, holding, processing and using personal data. The Act requires us – and all other organisations – to demonstrate much greater transparency about the nature of the information collected, the purpose for which it is collected, the way in which it is held and the specific ways into which it is to be used. It also requires that we obtain “freely given, specific. Informed and unambiguous” consent to use the data.

It should be noted that in this context personal data may include both textual information and photographic images and that GDPR extends data protection to information held in both digital and physical (|paper) form.

Further information about the GDPR in a document titled “Heads up for clubs” can be found at HERE

Responsibility for the management and security of personal data within the club is held by Colin Thompson, Secretary and Web master and any questions regarding this data policy statement or about the GDPR in general should be addressed to him at cthompson@bcs.org.uk.

  1. Member Data collected and held

The basic personal data for members are collected at the point of joining the club and is updated as required thereafter. This includes the following data items:

  • Member Name
  • Postal Address
  • Email Address
  • Telephone Number(s)
  • Name and contactof Partner (if any)

These data are held in digital form and stored on personal computer and protected by secure password. The data are also stored on the server of the Club’s web hosting company (currently Hostinger UK) and again it is protected by secure password.

photographic data are collected from to time at events and activities and to the extent that this includes images of members it may constitute personal data. Images held by the club are stored on the servers of social media and web hosting companies used by the club (currently Facebook and Just Host) and protected by password.

  1. Purpose for collecting personal data

Members data are collected and held to support:

  • Membership administration
    • To facilitate the management and maintenance of the relationship between the club and its members
    • To facilitate the management and maintenance of the relationship between the club and the wider Lions Clubs International (LCI) organization at Zone, District, Multi-District and International levels.
    • To facilitate the relationship between the individual members and the wider LCI organisation.
  • Communication
    • Facilitating communication with members regarding matters of direct interest to the club members including club meetings, events and activities
    • Facilitating intercommunication and collaborative working within the community of members and friends of the club
  • Public Relations
    • Facilitating the public relations activity of the club in the interest of informing the community about, and gaining support for, the club’s activities, events and achievements.
  • Recruitment
    • Facilitating the public promotion of the club in the interest of recruiting new members.
  1. Use of Personal Data

Personal data of members is used to:

  • Populate the directory of members which is held on the clubs web site and available to members only, protected by individual passwords. By default, the full data set shown at 2 above is included in the directory but this may be reduced or restricted at the request of the individual member.
  • `Populate the My LCI database maintained by Lions Clubs International
  • Populate directories maintained at District and Multi-District level to show members holding office responsibilities at club level.
  • Provide statistical information to Lions Clubs International and to support the arrangement under which subscription are paid by the club to support the administration at District, Multi-District and International level.
  • Facilitate the communication arrangements within the club. Members ‘email addresses are used within the clubs Google groups through which the club communicates with members and friends and through which members and friends are able to communicate with each other.
  • Support the Public Relations programme for the club. Personal information, including photographic images where appropriate, are used within the club’s web site and Facebook page, on relevant external web sites and social media sites and to support articles within newspapers and magazines – including but not limited to the Shropshire Star newspaper and the Lion Magazine. Textual information used for these purposes would never exceed the name and the position held within the club without the express consent of the individual member concerned.

Other than as provided above, the club will never share or disclose members personal data without the express consent of the member concerned.

5, Members rights in relation to their personal data

The Data Protection Act  sets out very clear rights for data subjects over their personal data including:

  • Right of access
  • Right of rectification
  • Right of erasure also known as right to be forgotten
  • Right to restrict processing
  • Right of data portability
  • Right to object to processing

All the above rights will be respected by the club and members who consent to the use of their data on the basis of the policy outlined in this document will be free to withdraw that consent, wholly or partly, at any time.

Colin Thompson

1/4/2022