Lhasa Apso Club
General Data Protection Regulations

To All Members

We take the protection of data we hold about you as a club member seriously.

We will do everything possible to ensure that data is collected, stored, processed, maintained and retained in accordance with current and future UK data protection legislation.

Privacy Policy

This privacy policy explains how and why we use your personal information. This means you stay informed and allows us to use your data fairly and lawfully.

This privacy policy applies if you’re a member or supporter of the Lhasa Apso Club, or if you use any of our services, visit our website, email, call or write to us.

CHANGES TO THIS PRIVACY POLICY

We’ll amend this privacy policy from time to time to ensure it remains up to date and reflects how and why we use your personal information and new legal requirements.

If you have any queries, please contact the club secretary.

This privacy policy was last updated on 31 July 2018.

WHO ARE WE

Whenever you see the words ‘we’, ‘us’ or ‘our’ it refers to the Lhasa Apso Club of the United Kingdom and registered with The Kennel Club.

YOUR RIGHTS

Here is a list of the rights that all individuals have under the General Data Protection Regulations (GDPR). They don’t apply in all circumstances. If you wish to use any of them, we’ll help you as much as possible.

You have a right to:

·         access your information. This is called a Subject Access Request. Whether you are requesting information about yourself or on behalf of someone else

·         correct any information the we keep about you

·         erase any information that we no longer have a right to hold about you

·         ask us to stop doing anything with your data unless we must by law or contract

·         stop any automated decision making. This is where a computer makes a decision about you. It should be noted that we do not do this

To exercise any of these rights please contact the club secretary.

·         Email: This email address is being protected from spambots. You need JavaScript enabled to view it. Subject; Data Protection.

·         Written enquiries: Data Protection, Lhasa Apso Club. 4 Churchfields Road, Outwell, Wisbech, Cambs. PE14 8RL

WHAT PERSONAL DATA DO WE COLLECT

Personal data you give us may include name, title, address, affix, email address, telephone numbers. We’ll only collect the personal data we need.

We process personal information to enable us to:

·         provide a service to our members

·         administer membership records

·         promote the interests of the club and the breed

·         maintain our own accounts and records

You can or will have given us your personal data by filling in a Membership Application form (available on our website http://www.lhasa-apso-club.org.uk/index.php/club-membership) or from the secretary.

By corresponding with us ( by phone, email or by joining as a member).

We hold this information on our database so that we can tailor our communications to you- including information and support services (Schedules, Newsletters, Yearbooks and other information that is felt necessary from time to time to be communicated to members)

We only collect this information with your explicit consent.

HOW WE MAKE SURE IT IS LEGAL TO PROCESS DATA

We rely on the following legal bases to use your personal data.

Where it is in the clubs legitimate interests to do so.

1.      To continue processing personal data on an individual who has exercised their right to erasure/to be forgotten. We will need to keep basic data to identify that individual and retain it solely for suppression purposes to prevent further unwanted processing and communications

2.      To follow guidance and recommended best practice of government and regulatory bodies.

3.      For management and audit of the clubs operations including accounting.

4.      To carry out monitoring and to keep records of our communications with you

5.      To administer our good governance requirements, such as internal reporting and compliance obligations as laid down by the Kennel Club or administration requirements for AGM processes.

6.      For direct mailing by post.

TO COMPLY WITH OUR LEGAL OBLIGATIONS

The data processed to meet our obligations as laid down by the Kennel Club includes, but is not limited to, Annual Returns, which includes:

·         List of Names, Addresses & Telephone numbers of Officers & Committee Members:

·         Copy of the Annual Statements of Accounts and a copy of the AGM minutes approving the Accounts:

·         Copy of the current Rules and Code of Ethics of the L.A.C:

·         Declaration of the numbers of Members at the end of the financial year.

·         A copy of the current Judges List

WITH YOUR CONSENT OR EXPLICIT CONSENT

1.    For some direct communications including those by email and post

COMMUNICATIONS

We never sell personal information about members to any other organisation.

We never call people who have had no prior contact with the club. We only contact people who would reasonably expect to be contacted because they are members or who have recently supported the club in some way.

We publish annually a list of Club Members, which is circulated to every club member.

If you do not wish for some of your data to be published i.e. address, phone and email.

Please contact the Club Secretary.

·         Email: This email address is being protected from spambots. You need JavaScript enabled to view it. Subject; Personal Data.

·         Written enquiries: Data Protection, Lhasa Apso Club. 4 Churchfields Road, Outwell, Wisbech, Cambs. PE14 8RL

DISCLOSURE OF PERSONAL DATA TO OTHERS

We only send data to other organisations for them to make decisions about how to use it if we have a legal duty to do so.

LINKS TO OTHER WEBSITES

Our website contains links to other relevant clubs and organisations. If you follow a link to any of these website, please note that these websites should have their own privacy policies and that we don’t accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. This privacy policy applies only to data collected by the Lhasa Apso Club UK.

HOW WE SECURE YOUR DATA

We operate a process for assessing, managing and protecting new and existing data which ensures that it is up to date and secure against cyber security threats.

Your data is kept on a computer database which is password protected. Paper data (Membership Applications and Renewals) are filed and kept under lock and key.

DISCLOSING AND SHARING INFORMATION

We never disclose or share information with other clubs or organisations.

We publish annually a list of Club Members, which is circulated to club members only.

If you do not wish for some of your data to be published i.e. address, phone and email.

Please contact the Club Secretary.

·         Email: This email address is being protected from spambots. You need JavaScript enabled to view it. Subject; Personal Data.

·         Written enquiries: Data Protection, Lhasa Apso Club. 4 Churchfields Road, Outwell, Wisbech, Cambs. PE14 8RL

PAYMENT SECURITY

We never keep payment information, such as your bank account details.

Some members pay their annual membership renewal by Standing Order. We don’t have access to your bank account details in such cases.

HOW LONG DO WE KEEP YOUR PERSONAL INFORMATION FOR?

Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:

·         for as long as we have reasonable club needs, such as managing our relationship with you and managing our operations

·         for as long as we provide services to you

·         retention periods in line with legal and regulatory requirements or guidance.