• Skip to primary navigation
  • Skip to main content

Cromer and Sheringham Probus Club

  • Home
  • Meetings
    • Conduct of Meetings
    • Apologies for Absence
    • Reports on past meetings
    • Meetings – previous years
    • Information for Speakers
  • News
    • Newsletters
  • Members
    • May 2023
    • 2022-23 Committee
    • Club Supplies
    • Club Chairmen
  • FAQ
    • Club Rules (updated June 2022)
    • Data policy
    • History of Probus (external link)
    • PROBUS Global (external link)
  • Contact
  • Venue

Data policy

Collection, storage and use of members’ data

What data is collected

As part of the application process, prospective members are asked to complete a standard information card as depicted below. In addition, on joining, they are asked to specify whether they will permit the club to refund any monies due direct into the member’s bank account; if permission is given, details of the bank account will be required on the permission form.

What data is stored

DataWhere heldFormat
Information card detailsSecretary’s filing

Membership list

Original card

Excel spreadsheet

Bank account detailsTreasurer’s filing

Online banking account

Original form

Stored payees list

Attendances, apologies, menu choicesAttendance recordExcel spreadsheet
Contact detailsClub e-mail accountMicrosoft Outlook

How data is used

DocumentsPurposesData usedWho sees it
Attendance listsLunches and other activitiesNames, attendance information, payment information, menu choicesCommittee members
Membership cardsIssued annually and to new members on joiningNames, former occupations, telephone numbersAll members
Individual and group e-mailsClub business and news relevant to membersNames, e-mail addressesAll members
Placecards and table plansProbus eventsNames, food choicesAll members
MiscellaneousRunning the clubAny data held in the repositories specified in this documentMay be made available to committee members or other members carrying out functions on behalf of the committee

 

Where data is stored on a computer, access to that computer is protected by a password. If Cloud storage is used for back-up purposes, access is restricted by userid and password (within the Club e-mail account).

Version 1.0 – Updated April 2018

© 2023 · Cromer and Sheringham Probus Club · Cookies