Privacy Notice for BT Leeds Recreational Club (BTLRC)
The data we routinely collect includes members’ names, addresses, email addresses, telephone numbers. We collect this data directly from our members when they join the club.
What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information, administration of a lottery scheme and the organisation of events.
Your personal data is not passed to any other organisations.
Data for most of our members comes from them when they join the BTLRC or when they update their information in writing or via e-mail. Information is also collected when a member requests tickets or books an event. This information is securely disposed of when the event has been held.
This information is mainly stored in digital form on the Membership Secretary’s computer (password protected) and in the form of written documents stored at the Treasurer’s and Secretary’s home in a lockable cupboard.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Who has access to your data?
The Membership Secretary, Treasurer and Secretary of the committee have access to members’ data in order for them to carry out their legitimate tasks for the organisation.
Sub-committees of the club keep their own records and membership for sporting sections and have a separate privacy notice if applicable.
What is the legal basis for collecting this data?
BTLRC collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
[Similarly, personnel data is kept in compliance with our legal obligations.]
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact our Membership Secretary.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.
There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.
Does the BTLRC collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”.
How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used.
Š We could maintain your club membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you.
Š You may choose not to receive information emails from the BTLRC (we do not send any out on behalf of other organisations).
How long we
keep your data for, and why?
We normally keep members’ data 6 months after they resign or their membership lapses in case they later wish to re-join. However, we will delete any member’s contact details entirely on request.
Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.
We normally keep members’ information after they die for 6 months. If requested by their next-of-kin to delete it, we will do so on the same basis as when requested to remove data by a former member.
Membership Secretary: email@example.com