Data Protection Policy

Holywell Rambling Club Data Protection Policy

Holywell Rambling Club (HRC) takes data protection seriously and adheres to the UK General Data Protection Regulation (GDPR). They are committed to protecting the privacy of their members and supporters, and they will not sell personal data to third parties.

HRC follows the key principles of UK GDPR, including processing personal data lawfully, fairly, and transparently.

Data Collection and Use:

We collect personal details (such as your name, address, email address, telephone no, etc) when you become a member of HRC

Personal data is collected and used for specific, legitimate purposes, such as contacting members about club activities or processing membership renewals.

We collect financial information to allow payments to members. Bank details are entered promptly into the online bank account and then immediately deleted from all other data storage locations.

Transparency and Consent:

HRC will always ask for consent before using personal information for purposes not already outlined in their privacy policy.

Right to Access and Control:

Individuals have the right to access and control their personal data, including the ability to opt-out of certain data processing activities.

Policy Updates:

HRC reserves the right to amend its privacy policy.

Administration

 We collect and use personal data for administrative purposes in order to help us carry out our work

This includes:

 · receiving membership subscriptions and payment for holidays.

· maintaining contact databases of our members and contact permissions.

· performing our obligations to fulfil membership contracts (sending out walks programmes, information about club holidays or social activities, details of decisions made by the committee, etc).

Definitions

 1. Personal data is information about a person which is identifiable as being about them. It can be stored electronically or on paper and includes images as well as written information.

2. Data protection is about how we, as an organisation, ensure we protect the rights and privacy of individuals, and comply with the law, when collecting, storing, using, amending, sharing, destroying or deleting personal data.

Responsibility

 Overall and final responsibility for data protection lies with the management committee, who are responsible for overseeing activities and ensuring this policy is upheld.

1. HRC needs to keep personal data about its committee and members in order to carry out group activities.

 2. We will collect, store, use, amend, share, destroy or delete personal data only in ways which protect people’s privacy and comply with the UK General Data Protection Regulation (GDPR) and other relevant legislation.

3. We will only collect, store and use the minimum amount of data that we need for clear purposes, and will not collect, store or use data we do not need.

4. We will only collect, store and use data for:

 ♦ purposes for which the individual has given explicit consent.

 ♦ purposes that are in our group’s legitimate interests.

♦ to comply with legal obligations.

 5. We will provide individuals with details of the data we have about them when requested by the relevant individual.

6. We will delete data if requested by the relevant individual, unless we need to keep it for legal reasons.

 7. We will endeavour to keep personal data up-to-date and accurate.

8. We will store personal data securely.

 9. We will not share personal data with third parties without the explicit consent of the relevant individual, unless legally required to do so.

10. We will endeavour not to have data breaches. In the event of a data breach, we will endeavour to rectify the breach by getting any lost or shared data back. We will evaluate our processes and understand how to avoid it happening again. Serious data breaches which may risk someone’s personal rights or freedoms will be reported to the Information Commissioner’s Office within 72 hours, and to the individual concerned.

15^th July 2025