Introduction and Scope

 

Ayr Music Club has a data protection policy which is reviewed regularly.  In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data.

 

These procedures cover the main, regular ways we collect and use personal data. We may from time to time collect and use data in ways not covered here.  In these cases we will ensure our Data Protection Policy is upheld.

 

General Procedures

Dealing with Personal Data

1. Any personal data collected by Ayr Music Club will be stored safely – this will normally comprise names, addresses, email addresses and phone numbers which will be stored both electronically, and on paper.

2. Personal data will be available to the Secretary and Treasurer, and occasionally to Committee members.

2.    When we no longer need data, or when someone has asked for their data to be deleted, it will be deleted securely, ie we will ensure that data is permanently deleted from computers, and that paper data is shredded.

   3.    We will keep records of data consent given to us.

 

Mailing List

1. We will maintain a mailing list. This will include the names and contact details of members andothers who have expressed an interest in receiving information about Ayr Music Club’s activities.

2. When people sign up to the mailing list we will explain how their details will be used, how they will be stored, and that they may ask to be removed from the list at any time.

3. The mailing list will not be used in any way that the individuals on it have not explicitly consented to.

4. We will provide information about how to be removed from the list with every mailing.

 

Contacting Committee Members

1. The committee need to be in contact with one another in order to run the organisation effectively and ensure its legal obligations are met, so committee contact details will be shared among the committee.

2.  Committee members will not share other committee members’ contact details with anyone outside of the committee, or use them for anything other than Ayr Music Club business.

 

 Review

 

These procedures will be reviewed every two years.

 

References

 

Information Commissioners Office (ICO):  https://ico.org.uk

0303 123 1113 (Advice helpline for charities and small businesses)

 

 

These Data Protection Procedures have been approved by Ayr Music Club’s Committee acting as Trustees, notified to members, and available on the Ayr Music Club website.

 

25 September 2024