Roles and access policy
Data protection within NWEMF is the responsibility of the Membership Secretary acting as Data Protection Officer. The Membership Secretary, Newsletter Editor and Treasurer use the data that is held.
NWEMF’s policy is that no online personal information is made accessible to any third party, and the small amount of printed personal information we produce is only supplied to members. Our website uses the https protocol to improve security.
Data repositories
Information is held in the following forms.
Membership records
- A MS Excel database records name, address, telephone number(s), email address(es), instruments played and/or singing voice & date when subscription last paid. This information is accessible only to the Membership Secretary and the Newsletter Editor. Information about a member is deleted when that person leaves NWEMF.
- Any member may request contact information for another member or group of members. This will only be provided once explicit permission has been sought & gained from each such member.
- It is not distributed to anyone else in any form.
- The original paper application forms are held by the Membership Secretary. They are stored only in the short term (less than 3 months).
- Requests to amend data records are met promptly by the Membership Secretary.
Workshop applications
- Paper-based workshop applications are received by the organiser responsible for that workshop, who sends a collation in spreadsheet/database form to the Treasurer to be held as part of the NWEMF finance accounts. The applications record the name, address, telephone number, e-mail address, and performance preferences. Our policy is that the paper forms should be destroyed within a period of three months.
- Online applications are collated into the same spreadsheet/database.
- Payment is received as cash, cheque or BACS, the form & amount is recorded. Like the paper forms, the records of online applications are deleted within a period of 3 months.
How information is used
Membership information is used for:
- requesting and acknowledging subscription renewals
- posting newsletters
- publicising workshops
- contacting members
Our legal basis for using it is explicit consent given by members.
Security
The computer-based databases are stored on a private stand-alone desktop computer and backed up on a removable hard drive (using AOMEI Backupper).
Transparency
The membership application form includes “I give NWEMF permission to hold my contact details and send me information relating to its future events. I understand that my information will not be passed to any third parties and I can withdraw consent at any time by e-mailing nwemf.membership@gmail.com“.
Last updated: May 2018
