The Association's Data Protection and Privacy Policy was approved at a Council meeting in Spring 2018

The Windsor, Eton & District Royal Warrant Holders Association 
Data Protection and Privacy Policy and Statement 


The General Data Protection Regulation 2016 (“GDPR”) came into force in the UK on 25th May 2018. It replaces the Data Protection Act 1998 and will harmonise data protection law throughout Europe. 


The following personal information paper and electronic is held on all prospective and Association members. 


Name (Member, Grantee and main contact)  

• Company Name and Postal address (including postcode).

• Contact details; one or more of landline phone number, mobile phone number, email address (optional). 

 

1. This data is securely stored physically and electronically and available only to serving Executive Officers (President, Vice President, Hon. Secretary, Hon. Treasurer, London Rep). The list is maintained jointly by the Hon. Treasurer and Hon. Secretary.

2. Each member is entitled to see his or her own entry and annually on renewal of membership they are asked to validate the details on record.

3. The Association itself uses this information to contact members to inform them of its activities and events over the year including administration of membership renewals and general meetings.

4. The Association itself uses this information to distribute Newsletters and other correspondence.

5. The Association may have dealings with third parties that may require basic personal information (name, address, preferred form of contact) but this is never passed without consent. Bodies such as Royal Warrant Holders Association have a self-management relationship with the local Association which negates the transfer of personal data.

6. Your data will not be passed on to any other third party without prior permission. The Council have agreed the use the service of MailChimp or similar GDPR approved email service.

7. The data will be deleted as and when a member leaves the Association. 

 

Member

1. This data is used to validate the company membership of National Association, which is not mandatory. It is also used to contact and correspond with the individual Association members both on day to day issues, notices, events and with respect to annual fees and collections.

2. If any changes are notified to the officers these are also captured on paper.

3. The paper records are held by the Hon. Treasurer and captured online and shared as a digital file between the Hon. Secretary and the Hon. Treasurer. 

 

Supplier

1. Any supplier data is held in paper invoice and receipt information by Hon. Treasurer and used purely for accounts purposes. 
2. Accounts are maintained by the Hon. Treasurer but no personal information on suppliers is captured or retained. 

 

Other

1. Contact details may be held regarding the Royal Warrant Holders Association and its subsidiaries and other local associations. etc 2. The officers have access to this information.

3. This is held in digital and paper form.

4. Once a Company member, grantee or individual is no longer a member, the contact data will be deleted from all records. 5. Any member may request a copy of the data held and amend this through the officers. The basic data re company name, address (including postcode) must be retained in full to satisfy membership requirements.

6. Any member who feels their data is not being managed appropriately may raise a complaint in writing through the President.  
 
Internet implications

1. No membership personal data other than the company membership detail is held on the website.

2. All new member application data is passed to the Hon. Secretary who is responsible for the management of the application. The only item shared within the Council is that of the Company, contact and Grantee that is on paper.  

3. The website does not use cookies. 
 
Disclosure for Law Enforcement 
Under certain circumstances, the Association may be required to disclose Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency). The Association may disclose Personal Data in the good faith belief that such action is necessary to: 
1. To comply with a legal obligation

2. To protect and defend the rights or property of the Association

3. To prevent or investigate possible wrongdoing in connection with the Association

4. To protect the personal safety of users of the Service or the public

5. To protect against legal liability 
 
 

© 2019 Windsor, Eton & District Royal Warrant Holders Association