On the 25th May 2018, the General Data Protection Regulation (GDPR) came into effect, replacing the current Data Protection Act. The legislation allows the Windsor Neighbourhood Plan Forum [“the WNPF”] to collect and process personal data if:
we have the consent of our members to hold personal data
we can demonstrate that the holding of such data is in the legitimate interest of the WNPF
Information we collect
Prospective members of the Forum are asked to complete and sign a Registration Form which asks for:
Full Name, Full Postal Address, Preferred telephone Number and Email address and includes:
- a question as to whether the individual would like to be a Full Member or simply to be kept in touch with the work of the WNPF.
- a declaration that:
communicating with me by either email or telephone or post.
publication of my name, if a full member of the Forum, on the WNPF website.
Others: During the normal course of WNPF business, other stakeholders and individuals will either contact the WNPF or be contacted by the WNPF. All such contact information, being normally name, email address and/or telephone number will be retained.
How we use your information
We use the information solely to communicate with Forum Members and others to ensure that the WNPF is run to the satisfaction of and wholly in the interests of all interested stakeholders in the community.
The preferred choice of communication is by email. The Committee believes that the most probable risk of personal data loss relates to the careless use of email addresses and/or hacking by third parties. To minimise this risk, the Committee has agreed that all general distribution emails originated by the co-Chairs or any other Club official will be emailed as blind copies (bcc).
The WNPF website makes use of essential Cookies. Neither the WNPF nor the hosts of this website records usage and does not undertake any analysis of website usage involving personal data.
How we share your information.
We share your information only in that the names of Forum Members are listed on the public pages of the WNPF website.
No personal data will ever be given to third parties. In the event of such a request being made, it will always be referred back to the individual member concerned.
Our website designer has access to the list of Forum Members and has separately agreed not to use this data for any purpose other than in maintaining the said website.
How we store your information
WNPF records are kept in two formats, as original hardcopy and digitally.
All Registration forms and related records are held by the Treasurer.
An Excel spreadsheet, which contains all of the above personal data and a record of attendance at WNPF meetings. Records are also kept within email and as described here on our windsorplan.org.uk website.
Length of retention
All personal data will be retained for as long as the individual either remains a Forum Member of, or has a valid reason to be connected with the WNPF.
In the case of Forum Members leaving or resigning:
hardcopy format:all records will be maintained
digital format:Names only will be retained on an excel spreadsheet.
Back up of digital records
The Excel spreadsheet is backed up regularly.
Change of personal data
If a Forum Member or other contact wishes to exercise their right to view the information which we hold, relating to them or to have their personal data either updated or deleted, they should contact WNPF by email at firstname.lastname@example.org
WNPF Committee – 25th May 2018