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
| Data | Where held | Format |
| Information card details | Secretary’s filing Membership list | Original card Excel spreadsheet |
| Bank account details | Treasurer’s filing Online banking account | Original form Stored payees list |
| Attendances, apologies, menu choices | Attendance record | Excel spreadsheet |
| Contact details | Club e-mail account | Microsoft Outlook |
How data is used
| Documents | Purposes | Data used | Who sees it |
| Attendance lists | Lunches and other activities | Names, attendance information, payment information, menu choices | Committee members |
| Membership cards | Issued annually and to new members on joining | Names, former occupations, telephone numbers | All members |
| Individual and group e-mails | Club business and news relevant to members | Names, e-mail addresses | All members |
| Placecards and table plans | Probus events | Names, food choices | All members |
| Miscellaneous | Running the club | Any data held in the repositories specified in this document | May 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