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Personal Data Management

In line with Group Personal Data Management Policy below, the following Forms may require to be used

Walk Register  for use on each walk, destroyed after walk

Ramblers Incident Form  for use if accident or incident on walk or other Group activity

Photo Publicity Consent Form  for use if wish to take photograph to be publicised on website or external publication

Specific Activity Consent Form for use where need additional consent from standard Group communications, such as Walk Leader data in Walks Programme, booking holiday accommodation, social or training event where need to provide personal data to third party

If unclear on use of forms, contact Group Secretary or other Committte member

Group Policy for Personal Data Management

The Group Committee will maintain and implement all data management for the Group in accordance with Ramblers Privacy Policy and compliance with this Group Policy will be assured by Group Convenor through reviews carried out at least twice per year at Group Committee Meetings.

 

The Annual General Meeting shall include an annual report on the Personal Data Management Policy and compliance, and the Policy shall be incorporated into the Group Constitution.

 

Personal Data shall refer to member or non-member name, address, telephone number, email (if applicable) and photograph  taken during Group activities for intended publicity use outside the Group, including Group website.

 

The Group shall not use or provide any Personal Data to others for retail marketing purposes.

 

Except where deemed necessary by the Group Committee for specific activities or uses outwith normal walking programmes and Group information communications, it will not normally be required to seek individual written or oral consent for use of personal data within the Group, subject to Group compliance with members’ consent options listed in Ramblers Membership Database.

 

Other than Group website, there will be no social media used by Group for Group Activities and Personal Data Management

 

It shall be Group policy only to accept children (under 18) at walks or events if they are accompanied by a responsible adult. Thus use of child personal data, including photographs, must be consented by responsible adult.

 

The Group will use “bcc” not “cc” field when sending out group emails. Emails will also include information on how individuals can be removed from mailing list.

 

This Policy has been approved by Group Committee for implementation on 25th May 2018 and is subject to ratification by members at the 2018 Annual General Meeting.

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