ABOUT US
|
Contact DetailsSecretary: -
Telephone 01226 745675 E-mail [email protected] If you wish to leave your contact details we can keep you informed about any relevant events - see about you page. |
GENERAL DATA PROTECTION REGULATIONS
DPR Privacy Notice
Introduction: WOMBWELL DCS is committed to protecting your personal information and respecting your privacy. This Privacy Notice sets out the basis on which any personal data that we collect from or about you, or that you provide to us, will be processed by us. For the purpose of the General Data Protection Regulation [the GDPR], the data controller is Wombwell DCS.
We may update this Privacy Notice from time to time. Please check back regularly to see any updates or changes to this Notice.
Data Protection Contact: The contact details for our Secretary for any data protection queries are shown above.
Data Protection Principles: We will comply with data protection law. This says that the personal information we hold about you must be:
Your rights as a data subject:The General Data Protection Regulation provides the following rights (subject to some exemptions):
How we will use information about you: We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
You have the right to lodge a complaint with a supervisory authority. In the United Kingdom, the supervisory authority is the Office of the Information Commissioner, full contact details for which can be found at https://ico.org.uk/global/contact-us/
Recipients of Data:
Introduction: WOMBWELL DCS is committed to protecting your personal information and respecting your privacy. This Privacy Notice sets out the basis on which any personal data that we collect from or about you, or that you provide to us, will be processed by us. For the purpose of the General Data Protection Regulation [the GDPR], the data controller is Wombwell DCS.
We may update this Privacy Notice from time to time. Please check back regularly to see any updates or changes to this Notice.
Data Protection Contact: The contact details for our Secretary for any data protection queries are shown above.
Data Protection Principles: We will comply with data protection law. This says that the personal information we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept securely.
Your rights as a data subject:The General Data Protection Regulation provides the following rights (subject to some exemptions):
- The right to request access to the personal data that we hold about you; The right to request rectification of the personal data that we hold about you;
- The right to request erasure of the personal data that we hold about you;
- The right to request restriction of processing about you;
- The right to object to processing; and
- The right to data portability.
How we will use information about you: We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- Where we need to perform the contract we have entered into with you.
- Where we need to comply with a legal obligation.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to protect your interests (or someone else's interests).
- Where it is needed in the public interest [or for official purposes].
- To maintain our records and other administrative purposes, including updating your details and preferences:
- To assist with queries, complaints and dispute resolution;
- For communications related to membership and invitations to participate in canine market research or canine health studies:
- To assist with upholding our club constitution and taking action in cases where there may be a breach of the Club rules or Codes of Ethics.
You have the right to lodge a complaint with a supervisory authority. In the United Kingdom, the supervisory authority is the Office of the Information Commissioner, full contact details for which can be found at https://ico.org.uk/global/contact-us/
Recipients of Data:
- We may use service providers to help us provide you with our services. Personal data may be transferred to such service provider, who act for or on our behalf, for further processing in accordance with the purpose(s) for which the data was originally collected or may otherwise be lawfully processed.
- Such third parties have contracted with us as data processors under the requirements in the GDPR. They are contractually bound to only use personal data for the agreed purpose(s). Relevant persons working for these third parties will have access to your personal data under the terms of the data processor contract, but only to the extent necessary to perform their services for us.
- These data processors agree to implement reasonable contractual and technical protections, to keep your data confidential, not sell your personal data to third parties and to not disclose your personal data to third parties except as may be required by law, as permitted by us or as stated in this Privacy Policy.
- In appropriate circumstances we may disclose data to authorised bodies as required by law.
Retention Policy
Our Society will only retain personal data for as long as necessary to fulfil the purposes for which it was collected it including for the purposes of satisfying any legal, accounting, or reporting requirements.
Personal data can be further processed and stored for archiving in the public interest and statistical and historical research purposes. When doing so we will consider: any link to the initial purpose, the context the data was collected in, the reasonable expectations of members/exhibitors/competitors/judges, the nature of the data, the consequences of further processing and the existence of appropriate safeguards. Also, whether such data can be ‘anonymised’ if being preserved for archives.
Financial Records: There is statutory requirement to keep financial records for seven years. However, records may be kept for the last eight years, in order to ensure that year ends are available. Beyond the eight year point, there is little justification in keeping bank statements, cheque stubs etc. unless there was an incident which was of particular significance.
Membership Lists: Old membership lists may have some historical value and/or statistical value The Club/society will consider how long is practically useful.
Constitutions: Out of date constitutions come into the same category. Whilst details of changes will be included in AGM reports,, there may be a historical interest in retaining original versions where possible, and which can be displayed as part of commemorative exhibitions.
Show Catalogues: Show catalogues can provide a gold mine of information and statistics, as well as forming an important historical record. Show entry forms must be retained for twelve months after the show.
Committee and AGM/SGM Minutes and Documents: Committee minutes and documents relating to AGMs and SGMs must be retained as the definitive record of all club business together with the decisions made and policies agreed. Also as an information resource to resolve any procedural issues or disputes.
Data Audit Considerations
Whose data do we collect?
Members of the club & judges and exhibitors at our shows.
What data do we collect?
Name, address, telephone number, mobile number and e-mail address.
Why do we collect this data?
To provide membership services, to comply with Wombwell DCS Constitution and to comply with KC rules & regulations (all are a contractual necessity).
Where do we store this data?
Members details are held in a Manual Records Book.
Exhibitors details are held on manual entry forms and copies are sent to Fosse Data for the production of manual catalogues.
Judges details held in Microsoft word processing system (one non-networked PC).
Manual paper records are held at a private residence. Word processing records are held on a password protected PC.
How long do we retain this data?
All data retained for 8 years – see retention policy above for full details.
Our Society will only retain personal data for as long as necessary to fulfil the purposes for which it was collected it including for the purposes of satisfying any legal, accounting, or reporting requirements.
Personal data can be further processed and stored for archiving in the public interest and statistical and historical research purposes. When doing so we will consider: any link to the initial purpose, the context the data was collected in, the reasonable expectations of members/exhibitors/competitors/judges, the nature of the data, the consequences of further processing and the existence of appropriate safeguards. Also, whether such data can be ‘anonymised’ if being preserved for archives.
Financial Records: There is statutory requirement to keep financial records for seven years. However, records may be kept for the last eight years, in order to ensure that year ends are available. Beyond the eight year point, there is little justification in keeping bank statements, cheque stubs etc. unless there was an incident which was of particular significance.
Membership Lists: Old membership lists may have some historical value and/or statistical value The Club/society will consider how long is practically useful.
Constitutions: Out of date constitutions come into the same category. Whilst details of changes will be included in AGM reports,, there may be a historical interest in retaining original versions where possible, and which can be displayed as part of commemorative exhibitions.
Show Catalogues: Show catalogues can provide a gold mine of information and statistics, as well as forming an important historical record. Show entry forms must be retained for twelve months after the show.
Committee and AGM/SGM Minutes and Documents: Committee minutes and documents relating to AGMs and SGMs must be retained as the definitive record of all club business together with the decisions made and policies agreed. Also as an information resource to resolve any procedural issues or disputes.
Data Audit Considerations
Whose data do we collect?
Members of the club & judges and exhibitors at our shows.
What data do we collect?
Name, address, telephone number, mobile number and e-mail address.
Why do we collect this data?
To provide membership services, to comply with Wombwell DCS Constitution and to comply with KC rules & regulations (all are a contractual necessity).
Where do we store this data?
Members details are held in a Manual Records Book.
Exhibitors details are held on manual entry forms and copies are sent to Fosse Data for the production of manual catalogues.
Judges details held in Microsoft word processing system (one non-networked PC).
Manual paper records are held at a private residence. Word processing records are held on a password protected PC.
How long do we retain this data?
All data retained for 8 years – see retention policy above for full details.