Registered with the Information Commissioners Office -Data Protection Act 1998
Data Management and Privacy Statement
This notice describes how information about Members is used and disclosed, and how authorised persons can get access to this information.
Please review it carefully.
- Our commitment to privacy.
The Northern Pan Riders Motorcycle Club is committed to respecting and protecting members privacy. The Club Management Committee takes the issue of privacy very seriously and values the trust its Members place in them managing personal Information. This Data Management and Privacy Statement describes the practices and policies the Club Committee have put into place to safeguard personal information that is gathered and used to manage club records. Should this statement change Members will be notified of the change. If you have any questions about this privacy policy please contact the Club Membership Secretary.
- Who is using the information?
The Northern Pan Riders Motorcycle Club is using the information as outlined in this privacy statement.
- What information does the Club collect and store?
The Club Collects and stores Members:-
- Membership Number.
- Name and address.
- Partners Name and address (only if a Member, or by request of Member).
- Home Telephone number.
- Mobile Telephone number.
- E – Mail address.
- Motorcycle Registration Number, Model and Colour.
- Date Member joined the Club.
- Date of Members next membership renewal.
- What information does the Club use and how is it used?
The Club uses all information provided to manage:-
- Telephone (verbal) and Written (either letter or e-mail ) communication with the membership.
- Membership renewals.
- Respond to Members requests.
- Monitor and improve Members Club involvement.
- Modify and enhance the Club Website.
- With whom will the information be shared?
The personally identifiable information held by the Club is for sole use by the Club and is not shared with any organisation for any purpose.
- Automatic collection of information:
The Club does not automatically collect information. Any information collected is either by written or verbal permission from the membership.
- Access and amendment of personal information.
The Committee Members who have access to and manage the personal information.
- The Club Chairman.
- The Membership Secretary (the Data Controller).
- The E - Mail Manager.
- Members Access and Review of personal information.
Upon request the Club provides access to members of their own personal information.
- How to access and amend personal information.
Members can access and request detail of their personal information, or amend this information by writing to the Membership Secretary. Although the Data Protection Act 1998 provides for a fee to be charged for access, at this time Members can obtain a copy of their personal information free.
- Security of communications - E Mail and Website.
The Club recognises Members may be concerned about the privacy and protection of information held by the Club. You should keep in mind that the possibility exists for unauthorized individuals to intercept any email message sent over the Internet. The following should be considerations when using e-mail:
- The Club uses e-mail for Members to ask questions about the club and activities. These are not hosted on a secure server. The possibility exists that unauthorised individuals may intercept email messages
- The Club is not responsible for the privacy of e-mail messages.
- The Club does not encrypt e-mail messages on our website (e.g. new membership application form).
- The Club has taken reasonable steps to ensure the integrity and confidentiality of personally identifiable information that Members provide.
- The Club has appropriate security measures in place to protect against the loss, misuse, or alteration of information held.
- Links to other sites.
Websites often provide a number of links that offer direct access to other useful or interesting websites holding potential value to site visitors. Inclusion of the other sites by links does not imply any endorsement of the material or information on the other sites. Users are encouraged to review the privacy statement of each linked site before sharing personal information. The Northern Pan Riders Club cannot be responsible for the privacy policy and practices of other sites.
- Changes in the Club Privacy Statement.
The Club may need to change it’s Privacy Statement. Should this arise, Members will be informed in writing.
- Contact Information.
Please contact the Committee Members shown at para’ 7. of this Privacy Statement.
- Complaints.
The Club Committee will do everything possible to ensure compliance with the Data Protection Act 1998. If, however, you have a complaint about anything which affects you by the Club’s Data Management and Privacy Statement, please contact either The Club Chairman or The Club Membership Secretary who will address the issues raised.
Security Statement and Information Security Policy
This notice describes the measures to guard against unauthorised or unlawful processing of personal data and against accidental loss, destruction or damage.
- Management direction on Security Policy.
Access and processing personal data is the responsibility of:
- The Club Chairman.
- The Membership Secretary (the Data Controller).
- The E - Mail Manager.
The procedures set out below must be strictly adhered to, to ensure absolute security of the personal data managed by the Northern Pan Riders Motorcycle Club.
Disclosure of Personal data either in the form of:-
- Electronic Communication.
- Written Communication or
- Verbal communication
is not permitted, to any Person or Organisation.
EXCEPT: …
- Between the Club Officials at Para’ 1 (1) above and only for maintenance of the Club Database.
- Between a Club Official and a Club Member and only for maintenance of that Club Members Personal information.
- Physical Security Controls.
The Personal Data stored in either electronic or paper records must be safeguarded from unauthorised access.
- Controls on access.
Holders and Managers of Data must provide Password Protection for access to Computer Records.
- Business Continuity Plan.
Every Holder and Manager of Data must create a backup file in the event of personal data being damaged corrupted or lost.
- Training on Security Systems.
The Club Officials at Para’ 1 above must follow the Security Systems implicitly. Any requirement for additional training or information on security must be referred to the Membership Secretary (The Data Controller).
- Detecting and Investigating Breaches of Security Should They Occur.
In the unlikely event of a complaint by the Membership of a breach of security, the Club Chairman will appoint a member of the Committee, who is not one of the Club Official Personal Data Managers at Para’ 1 (1) above, to investigate the Members complaint.
- The outcome of the investigation should be reported, in writing, to the Club Chairman , to the Club Official against whom the complaint was made and to the Member who made the complaint
- If evidence of breaches of the Northern Pan Riders Statements on Data Protection exist the Official should be given opportunity to explain the breach at an extraordinary Club Committee meeting.
- The Meeting will determine the action necessary, if any, and notify the Club Official against whom the complaint was made and the Member who made the complaint.
If the breach is clearly in contravention of this document, Security Statement and Information Security Policy and the Club’s Data Management and Privacy Statement, the Official will be asked to resign his or her position.
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