Club Acoustic’s aim is to promote live music in the Buxton area for the benefit of musicians and those who like to listen to them.
Club Acoustic holds personal data comprising the names and email addresses of its members. The personal data is only used for the purpose of communication with members and is not shared with any third party. A member is defined as anyone who has chosen to add their contact details to the membership list to receive communications from Club Acoustic.
The personal data held is the minimum needed for communication with the membership and is used only used for that purpose. The data is held on the basis that its use for such communication is a Legitimate Interest of Club Acoustic. Members’ personal data is not shared with others, including other members.
Email addresses are held to allow emails with information concerning Club Acoustic to be sent to members. Names are held to facilitate communication with individual members and facilitate the removal of data if this is requested by means other than email.
Club Acoustic’s Data Protection Officer is appointed by the club’s Committee to manage email communications. Only one person holds this role at any time. In the context of the GDPR this person is both Controller and Processor of the data.
The personal data is held in three locations:
The mailing list for the email program currently in use. This is held on a password protected computer, the operating system and email programs are updated and any security patches applied on a regular basis. Connection to the internet is via an ADSL modem/router incorporating a firewall.
A backup mailing list. This is encrypted and password protected. It is held by the Data Protection Officer.
A secondary backup mailing list. This is encrypted and password protected. It is held by the Club Secretary.
Backups are produced every 3 months. Older backups are deleted once a newer one is available.
Data checks and removal
Checks for requests to see, amend or delete personal data held by Club Acoustic are carried out before that data is next used.
The personal data held on the mailing list is deleted as soon as is practical after a request is received. The personal data held in backup files is deleted at the next backup cycle.
Communication regarding new personal data
Whenever new or modified personal data is stored, the owner of the data is contacted via the email address in their data and given:
- Confirmation that their personal data is being held by Club Acoustic;
- A link to the Club Acoustic Privacy Statement;
- A reminder of their right to have the data removed at any time; and
- Information on how to contact Club Acoustic to check or request removal of their personal data.
Richard Bettis (Committee Chairman)
on behalf of Club Acoustic
13 May 2018