GENERAL DATA PROTECTION REGULATION (GDPR)
West Mercia Beagle Club
General Data Protection Regulation
Data Protection Policy and Procedures
The West Mercia Beagle Club (WMBC) is committed to a policy of protecting the
rights and privacy of individuals. WMBC needs to collect and use certain types
of Data in order to carry on our work of running and providing the services of a
breed club. This personal information must be collected and handled securely.
The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR)
govern the use of information about people (personal data). Personal data can be
held on computers, laptops and mobile devices, or in a manual file, and includes
email, minutes of meetings, and photographs.
WMBC will remain the data controller for the information held. The Officers and
Committee are personally responsible for processing and using personal
information in accordance with the Data Protection Act and GDPR. The Officers
and Committee, who have access to personal information, will therefore be
expected to read and comply with this policy.
The purpose of this policy is to set out WMBCís commitment and procedures for
protecting personal data. The Officers and Committee regard the lawful and
correct treatment of personal information as very important to successful
working, and to maintaining the confidence of those with whom we deal with. WMBC
recognise the risks to individuals of identity theft and financial loss if
personal data is lost or stolen.
Lawful Basis for the Collection of Data
The lawful basis for the processing of personal data by WMBC is by consent of
the individual, clearly given to WMBC. Explicit consent may be in the form of a
written agreement at the time of joining or by actively requesting personal data
being included by WMBC on its database, e.g. seeking inclusion on a judging
Applying the Data Protection Act within WMBC
WMBC will only collect personal data for the purposes of running the services of
WMBC and in the provision of activities associated with WMBC. It is our
responsibility to ensure the data is only used for this purpose. Access to
personal information will be limited to The Officers, Committee and only those
acting with the authority of the Officers and Committee in running events and
activities for WMBC. Personal data will only be held for as long as it is
reasonably required to fulfil the obligations of WMBC.
WMBC does not undertake commercial marketing activities and will not disclose
personal data to any third party for such purposes. Personal data is required to
be submitted to The Kennel Club annually.
WMBC is the Data Controller under the Act, and is legally responsible for
complying with the Act, which means that it determines what purposes personal
information held will be used for. The Officers and Committee will take into
account legal requirements and assure that it:
- collects and uses information fairly;
- specifies the purposes for which information is used;
- collects and process as appropriate information, and only to the extent
that it is needed to fulfil its operating needs or to comply with any legal
- ensures the quality of information used;
- ensures the quality of information used;
- ensures the rights of people about whom information is held, can be
exercised under the Act;
- the right to be informed that processing is undertaken;
- the right of access to oneís personal information;
- the right to prevent processing in certain circumstances, and
- the right to correct, rectify, block or erase information
which is regarded as incorrect information.
- take appropriate technical and organisation security
measures to safeguard personal information,
- set out clear procedures for responding to requests for
All the Officers and Committee are aware that a breach of the rules and
procedures identified in this policy may lead to action being taken against
Procedures for Handling Data & Data Security
The Officers and Committee must ensure that personal data is dealt with properly
no matter how it is collected, recorded or used. This applies whether or not the
information is held on paper, in a computer or recorded by some other means.
Personal data relates to data of living individuals who can be identified from
that data and use of that data could cause an individual damage or distress.
This does not mean that mentioning someoneís name in a document comprises
personal data; however, combining various data elements such as a personís name
address, telephone number and e-mail address etc. would be classed as personal
data, and falls within the scope of the DPA and GDPR.
WMBCís Data Protection Officer is the Secretary
The Data Protection Officer will be responsible for ensuring that this policy is
implemented and is periodically reviewed and amended as required.
Privacy Notice and Consent Policy
The privacy notice and consent policy are as follows and will be used on all
WMBC has a Data
Protection Policy and accompanying procedures. These are published on the WMBC
website and are also available from the Secretary on request.
Membersí personal data
(name, address, telephone number and KC affixes) are processed in a computer for
the purpose of compiling and maintaining WMBCís list of members and for use with
WMBCís correspondence with members. The list of members will be supplied to The
Kennel Club, but will not be issued or sold to commercial organisations. In
order to comply with The Data Protection Act 1998 (DPA) and General Data
Protection Regulations (GDPR) signing the application form gives explicit
consent to memberís personal data being recorded on computers or electronic
media authorised by WMBC for such use.
Consent forms will be stored by the Secretary in a securely held electronic or
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