Right to Be Informed
All of the information about the data that we keep, what we use if for and how we process it can be found on these website pages – available from the menu on the right.
Right of Access
You may request that we provide you with a copy of the personal data that we store free of charge. This nature of the information is described under ‘Your Personal Information’ in the menu on the right. But you may request the actual data that we store. This will be the same information that you provided when you joined the club, and will be provided electronically usually to the email address that we store.
Right to Rectification
If you believe that the information that we store about you is incorrect, you should get in touch so that we can put it right. Since we store only contact details and motorcycle details it is as important to us as it is to you that this information is accurate.
Right to Erasure or ‘to be forgotten’.
You do have this right and members’ data is always deleted after they have left the club. You may also ask us to check that this has happened if you wish. However, if you are still a member of the club, our ‘Legitimate Interest’ is to keep you informed about club events and about your annual membership. Erasure of this data would prevent this from happening !
However, there may be certain items of data that you are no longer happy for us to store.
Right to Restrict Processing
Very similar to the right to be forgotten – except that we would keep the data on our system, but not actually do anything with it – ie we would not send out the club information and/or we would not remind you about your membership renewal. Members can already request to ‘unsubscribe’ from receiving mail that is not directly related to club activities.
Right to Data Portability
You may request that the personal data that we hold is made available to you in ‘machine readable form’. In the event of such a request, we would provide you with a CSV file that contained headers and your personal details. This would enable the data to be loaded into a program such as a spreadsheet or a database.
Right to Object
You have the right under GDPR to object to the processing that we carry out on your data. Since we send emails to inform you of club activities or to alert you about your annual membership, as described on the website when you join the club this is unlikely to be an issue. Other processing involves providing club membership numbers to BMF and providing very limited statistical information for club reports or anonymous information for the website (eg geographical distribution of the membership). You may have a right to Object about use of photographs or videos.
Rights in relation to automated decision making and profiling
The club doesn’t use any fully automated process.
For annual renewals of membership, we use a system which decides whether an invite to renew membership is due – based on the month that each member joined the club. The system will also make decisions about sending out a reminder notice or informing members that their membership has lapsed. This prevent the same email being sent out twice and provides a minimum of 2 weeks between subsequent emails.
This is not regarded as automated processing by the GDPR as no email gets sent out without the membership secretary first reviewing the list of recipients. ie – there is human intervention built into the process.
If you have any concerns or questions, then please get in touch – initially using the Contact Us Page on the website. We are a club, and our main purpose is to have fun riding our motorbikes, touring and having fun with people who enjoy the same. Fun, Freedom and Friendship. We are trying hard to comply with the laws of the land, and nowadays these laws apply to small clubs like ours that just want to keep in touch with members by email, just as they do for big business. The problem is that there is not a single example on the ICO’s website that relates to clubs.
If you want to read more about your rights, then head over to the ICO’s website – Individual Rights.
You have the right to complain
The Information Commisioner’s Office (ICO) is there to deal with all complains about the use / misuse of data by any organisation. The details about how to do this are on their website at https://ico.org.uk/make-a-complaint/