General Data Protection Regulation (GDPR) – Our Privacy Policy
Dear Member or Former Member,
As you will know, new regulations require us to provide you with information to be clear about how we handle your data. There are a number of aspects to this:-
Firstly we have to comply with the principles of accountability. These are:-
Data should be:-
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Processed lawfully, fairly and in a transparent manner.
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Collected for specified, explicit and legitimate purposes.
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Adequate, relevant and limited to what is necessary.
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Accurate and where necessary kept up to date.
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Retained only for as long as necessary.
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Processed in an appropriate manner to maintain security.
We believe that we currently fulfil these to a large extent. Items 1, 2 and 3 we consider as in place. Item 4 is the responsibility of the Membership Secretary alongside members themselves who can update their details via the Membership section of the website. For item 5, we generally do not delete data – your name, address etc if you leave BABA unless you specifically request it. This means that we can publicise events to as large an interested group as possible, even though you may no longer be a member. If you do not wish to receive such information and are not a member, you would need to tell the Membership secretary who will delete your entry. Item 6 is our responsibility and we are endeavouring to fulfil this to the best of our ability. To this end, along with stringent internal assessments, we have also engaged an outside group to help with this.
Secondly, we have to inform you about what data we hold, who has access to it, and what we do with it.
Data we hold:-
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Database of names, addresses, email addresses, +/- websites details, members’ set up, facilities etc.
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For billing arrangements, we hold encrypted card information. No one in BABA has access to full details of these.
Who has access:-
This is essentially restricted to certain members of the committee in their official duties. These include Chairman, Vice Chairman, Secretary, Treasurer and Membership Secretary. Certain others have limited access at various times including the Newsletter Editor, Books Secretary etc.
How we use the data:-
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Checking on any/all aspects of membership to do with correct details, facilitating members to join, use the services provided etc.
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Generate mailing lists for the magazine and newsletter.
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On a monthly basis providing the insurers Eastlake and Beachell information on whether
individuals identified by them are current members.
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The Treasurer has access to individual’s account details. The Secretary has access to the
website and systems generally to maintain their function and integrity.
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Periodically, we may use the database for purposes such as generating a mailing list for Member Surveys etc.
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We do NOT engage in any direct marketing or share your data with any other individual or organisation without your consent.
Agreement
Whilst this is a relatively brief overview of the situation, we believe that it details most of the relevant and significant aspects.
Members
As you will understand, we are required by the new legislation to ask you if you agree with the arrangements in place. If you do, there is a simple tick box on the website and we would be very grateful if you could use that method to show your agreement.
If, on the other hand you are not happy, then you would need to contact the Membership Secretary. You will appreciate that to continue to receive the benefits of membership would require you to accept the standards that we do our best to maintain in order to preserve your privacy.
Former members
If you are happy to continue to receive some emails you do not have to do anything. If you do not wish to continue to be on our database, please contact the Membership Secretary who will delete your entry.
BABA Chairman and Committee June 2018.
For Membership Secretary, please email: membership@baba.org.uk