This notice sets out how we, the Wigan Rugby Heritage Society, use, process and store your personal data.
The Society is a data controller based in the United Kingdom and operates within the Data Protection Act 2018 and the General Data Protection Regulations. The UK’s data protection supervisory authority is the Information Commissioner’s Office.
Any personal data we gather from members is processed with their informed consent in order to fulfil our contractual obligations to them, or in pursuit of the legitimate interests of the Society, in a fair, lawful, secure and transparent way.
Members have the right to see and correct any personal data we hold about them. Indeed, we encourage them to do so by giving online access to their own data and ask them to keep it up-to-date in order to expedite communication.
Members can withdraw consent for us to process their personal data at any time and ask for it to be deleted. However, this may prevent us from providing a full range of services.
We will take reasonable care to keep members’ data secure and to prevent any unauthorised access to it or use of it.
If you have any questions about this policy or how the Society collects, stores and uses members’ personal data, or wish to make an application concerning your personal data, please contact us.
We may update this notice from time to time and will inform members of any changes in how we handle their personal data.
Collecting membership data
When you apply for membership of the Society, we collect personal information about you in order to provide you with the services for which you register: magazines, notices of meetings, etc.
We record your subscription and other payments for the duration of your membership and advise you when it’s time to renew. However, we only retain data that comes with those payments (for instance, account details) as long as required to complete the transaction. These are legitimate interests of the Society, allowing us to maintain an efficient membership system and to examine any discrepancies raised by us or by you.
We communicate with you for other reasons connected with the operation of the Society, according to its rules.
We do not give your membership data to any other third party without your consent, unless we are legally obliged to (for instance, in a police investigation or by order of a court) or to protect the vital interests of you or another person.
Retaining your membership data
We retain your membership records throughout your time as a member of the Society.
If you fail to renew your membership, we retain your records for 15 months before deleting them to make it straightforward for you to rejoin within that period. This is based on previous experience.
However, if you want us to remove you from the membership system completely, you may do so at any time
Storing membership data
The Committee has a duty to run the Society efficiently and properly as it sees fit, including the secure storage and processing of membership records.
Other data we keep
At each meeting of the Society you may sign a consent form to allow us to record and publish your attendance, and also to record and publish comments you might make against your name. Decisions are often made at these and a record of who is present and taking part in the decision process is necessary for the sake of open and good democratic practice – legitimate interests of the Society.
We retain records of communications members and others have with the Society: emails, social media, letters, records of phone calls, completion of forms and surveys, etc – again, in the legitimate interests of the Society.