Ribblesdale Angling Assocation

Data Protection Policy

General Data Protection Regulations – GDPR

These regulations came into force on 1st September 2018.

This includes the Ribblesdale/Nappa Syndicate

Our Statement and Policy regarding these Regulations.

As an organization that has chosen to hold personal data we have a legal responsibility to treat the data with respect and to hold the data securely.

Personal data must be:

  • Fairly and lawfully processed
  • Processed for limited purposes
  • Adequate, relevant and limited to what is necessary
  • Up to date where appropriate
  • Not kept in a way that people can be identified from it for longer than is necessary
  • Processed in a way that ensures appropriate security

What personal data do we hold, how, why and where do we hold it and how long do we hold it for:

Membership Application Forms

These are held as hard copies and are retained by the Membership Secretary

The fully completed Membership Application Form holds the following information;

  • Members name
  • Members address
  • Members birth date
  • Members telephone number
  • Members e-mail address
  • Members Occupation
  • References details
  • E.g. Membership of other Angling Clubs

All Membership Application Forms from individual wishing to join RAA or Nappa Syndicate are reviewed annually.

Once a prospective member has been accepted into RAA or Nappa Syndicate their Membership Application Forms are held for three years, after which time they are destroyed.

Unsuccessful Application Forms will be carried forward for consideration in the following year.

Any Applicants who have been on the waiting list for more than 5 years will be contacted to confirm if they wish to remain on the list.

We will ensure that all members are asked that they consent to their details being retained and used in accordance with this statement and that they are given the opportunity to withdraw this consent. This will be done on a yearly basis as part of the communications regarding annual renewal of subscriptions. Similarly new members will be required to confirm their consent when joining RAA or Nappa Syndicate.   

Membership Database

These are held on computer as a database by the Treasurer and Secretary, the computers are protected.

The database holds the following information;

  • Members name
  • Members address
  • Members birth date
  • Members telephone number
  • Members e-mail address
  • Membership number
  • Type of membership
  • How paid – note: no bank details are held
  • Year of joining
  • How paid (cash or cheque) – note: Treasurer only, no bank details are held.

These details form the basis for our accountancy systems and are held in compliance with HMRC requirements for running our association.

Membership payment details also forms the basis for preparing the clubs accounts and need to be made available to the club auditor if requested. They also serve as a double check for members details at the time that memberships are renewed.

Details are held in the database for seven years after an individual ceased to be a member, at which point they are deleted from the database.

We hold information in our database for this period because we often find that memberships lapse for periods of time and then members come back to the club. We have found that seven years is the optimum period for identifying lapsed member details.

This system also forms the basis for electronic communication with members.

This information also provides source information for Member’s Handbooks (for RAA and Nappa) ~ specific information within the Handbooks include:

  • Membership number
  • Members Name
  • Members Telephone Number
  • Name and contact details for Committee Members, Trustees and Officers

Information why each specific piece of information is held in our systems

Members name    To enable us to address the member correctly

Members address To enable us to contact the member by post

Members birth date To enable us understand the age profile of our membership including Junior Members

Members telephone number To enable us to quickly contact our members

Members e-mail address To enable us to contact our members and lapsed members electronically. We send regular e-mails to our contact list informing them of upcoming events, general information about angling and the important club information

Membership number For administrative purposes and to allow easy identification of a member

New Members Occupation     To highlight any experience or skills that would benefit the club

Type of membership We have various categories of membership which attract different price points. We need to ensure that the member is in the correct category. We also occasionally target information to specific categories of membership.

How paid For club accounting purposes. This aids reconciliation of monies received.

No bank details are requested or held.

Website

RAA has its own internet site. The site is maintained by a third-party company (icansee Web Design). 

Information regarding those Members subscribing to the Website is limited to their name and email details and is used for logging on to the site. This information is not used for any other purpose.

Disclosure

We will never disclose the information held in our databases to any outside organization, other than our

agreed affiliated organisations, the RFCA and River Ribble Trust. Being a member of these is a

condition of membership of RAA.

The information is held strictly for club use and distribution of the data within the management of the

club is restricted to a need to know basis.

Informing members of the data held and member’s agreement that we hold this data.

We will publish this document on our website and make those members who have e-mail access aware

of the document and request that any members who have objections or questions should contact us and we will address these issues.  These actions will be recorded.

Any member who chooses to opt out of our e-mailing list will be immediately removed and a note will be made to record this.

We will also ensure that all members are asked that they consent to their details being retained and used in accordance with this statement and that they are given the opportunity to withdraw this consent. This will be done on yearly basis as part of the communications regarding annual renewal of subscriptions or catch returns. Similarly, new members will be required to confirm their consent when first joining RAA or Nappa Syndicate.   

If you have any questions or concerns regarding this matter, please contact the Secretary.

For and on behalf of Ribblesdale Angling Association and Nappa Syndicate.

Fred Higham, Chairman & Trustee

Nick Millward, Secretary

John Bailey, Nappa Syndicate & Trustee

Gerald Brewer, Trustee

Anthony Hooley, Treasurer & Trustee