Milverton Folk Dance Group (MFDG) collects and stores the following personal data from its members:
- Name
- Postal address
- Email address
- Telephone number (landline and/or mobile)
- Date of birth
The data has been collected by means of a membership application form which is completed by the individual member (or their spouse/partner). Provision of the information other than name and postal address is at the discretion of the member.
The data is held in an excel file (‘the Membership Database’) which is managed by the Membership Secretary. A copy of the file is provided to MFDG’s Chair and Newsletter Editor.
The data is used solely for the following purposes:
- Provision of information on the activities of the Group and of individual members of the group, by means of a monthly newsletter “Milverton Medley”
- Informing members of last-minute changes to the events programme, e.g. in the event of adverse weather conditions
- Celebrating members’ significant life events: major birthdays, anniversaries
- Sending messages of sympathy in the event of members’ ill health or bereavement
As such, MFDG’s processing of personal data is deemed to be lawful under point (b) of paragraph 1 of Article 6 of the General Data Protection Regulations (GDPR): “processing is necessary for the performance of a contract* to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract “
In accordance with the requirements of the GDPR, the Membership Secretary ensures that the Membership Database is:
- Accurate and up to date – the data is provided by the members directly and transcribed onto the file by the Membership Secretary with due care for accuracy. Members are asked at the time of membership renewal to inform the Membership Secretary of any changes.
- Kept for no longer than necessary – the details of members who do not renew membership are removed from the database one year after the end of the grace period for renewals (i.e. 3 months after the end of the following membership year)
- Kept and handled securely – the file is kept on a secure computer and when sent to other MFDG committee members the file is password protected and the password is provided separately. When emails are sent to more than one member, the Bcc facility is used to ensure that members’ contact details are not disclosed to other members.
Copies of the excel file that are held by other committee members are subject to the same provisions.
Members are able to ask to see the information about them which is held by MFDG, and to ask for removal and/or correction of any element of that information, by contacting the Membership Secretary.
Paper copies of the lists of members’ names (with no other personal information) are used by the Treasurer to record attendance at MFDG events. These lists are kept for seven years after the event, as we have been advised that they constitute a financial record.
In addition to the members’ personal data, the following personal information is held by the Newsletter Editor, which is not covered under point (b) of paragraph 1 of Article 6 of the General Data Protection Regulations (GDPR) and is therefore processed under point (a):
“the data subject has given consent to the processing of his or her personal data for one or more specific purposes”
- Names and email addresses of former members of MFDG
- Names and email addresses of contacts at other similar (folk dance) groups
This data has been collected from the individuals concerned, at their request, when they have requested to be kept informed of the activities of MFDG. The data is held in an excel file and an email distribution list on the Newsletter Editor’s computer.
This data is used solely for the purposes of:
- Provision of information on the activities of the Group and of individual members of the group, by means of a monthly newsletter “Milverton Medley”
As required by the GDPR, specific, informed, explicit consent for this use of that personal data has been requested and responses recorded (during May 2018). In accordance with the requirements of the GDPR, the Newsletter Editor ensures that the stored data is:
- Accurate and up to date – the data is provided directly by the individual and transcribed into an electronic file by the Newsletter Editor. On each occasion when the newsletter is sent, there will be a reminder to the recipient that (i) they need to inform the Newsletter Editor of any change of details and (ii) they can unsubscribe if they no longer wish to receive the newsletter.
- Kept for no longer than necessary – the details of contacts who do not which to continue receiving the newsletter are removed from the file immediately upon advising the Newsletter Editor that they no longer wish to receive the newsletter.
- Kept and handled securely – the file is kept on a secure computer, the file is password protected, the email account is password protected and changed on a regular basis. When the newsletter is emailed, the Bcc facility is used to ensure that contacts’ details are not disclosed to other contacts.
* In effect, membership is a contract between the member and MFDG: the member pays a subscription and in return MDFG provides a programme of events.
