You may be aware that a new EU General Data Protection Regulation (GDPR) comes into
effect 25 May 2018.
The Association has always been dedicated to protecting members’ data and personal information, and we want you to know that this respect for your data and privacy is continuing as we adapt to the requirements of the new EU General Data Protection Regulation (GDPR), which comes into force on 25 May 2018.
In our constitution, we have always stated that we will not give your details to ‘any’ third party except with your express ‘written’ permission. The data we hold on you, is the information you gave us when joining or subsequent update, which pertains to your name, address, telephone numbers, email address if supplied & caravan pitch. We do not hold details of any payment methods or card details as we do not use this method to collect any member fees.
Your details are in no way linked with the web site access for areas where you use a login, as the login will not identify you to any direct link or database that contains names, as the web site and membership details are completely separate. The Membership database is held on one computer and is never connected to the internet in any way, so will not be subject to any outside attack. It is password protected and the only list produced from it (printed, not electronically stored) is for use by the Secretary and Chairman, who do not disclose it as per the constitution. It is further protected by the list having only limited details, name, membership status, partial address, pitch and membership number. Any unused paper copies with any identities are securely confetti shredded.
The only person who has full access to the data is the membership secretary, who is covered by the same rules as the committee and constitution and has been police security checked.
For those who have the Newsletter emailed, your email address is the only item that is allowed on the outside world in a secured email sender account. This pc is securely protected by anti virus and anti malware software for your safety. The mailing list for those receiving it by post is from the main membership pc and runs to a directly connected printer, so cannot be compromised. Because of this it does require a significant amount of manual input of data, but we prefer it that way.
We will always send out the Newsletter by one means or another as selected by your preferences when you joined or by subsequent notification. For renewal forms at end of season and your membership cards along with AGM information, these will always be sent by post.
As part of the GDPR we will send your currently selected option for Newsletters and the opportunity to amend this, should you wish to, by contacting us by email
or post so we may amend our records. If notified by post we will acknowledge this on the next mailing, if by email we will send a reply as acknowledgement. If we do not hear from you, we will assume that you wish to keep the selected option. If in future you wish to amend this, please contact us and we will alter your settings. Data held outside of statutory time limits will be deleted/shredded if it contains personnal details.
We hope this puts your mind at ease as to how we treat your data.