Wolverhampton & District MES
What data does WDMES hold? Members’ names, addresses, telephone numbers and email addresses. Consent information relating to young members. Details of contact from the public via the website, usually taking the form of an email address and telephone number.
WDMES only needs to hold data concerning members’ names, addresses, phone numbers and email addresses for as long as they are members and including a 12 month period after they have not paid their membership, to take account of late payers.
This data should be held with the consent of those members concerned.
The Membership Secretary will hold this information on a database which is only stored and accessed from a memory stick. This information will be distributed to members in paper form to enable communication within the membership.
Other members should not hold this personal information on their own PCs with the exception of email addresses to facilitate communication within the society. If a member objects to this information being held in this manner they can ask to have it removed by the Membership Secretary. Members should not divulge others’ email addresses to non members without obtaining prior permission.
The club also has a parental consent form for young members under 18 years old. These are paper copies held securely on club premises. The information is needed as the club sometimes acts in loco parentis for the young member and consent is needed from parents to ensure that they are satisfied with this arrangement. The form will be modified to show parents’ consent to keeping their information as part of the general club database. The same 12 month rule applies after non payment of membership.
Any communications via the website from members of the public will be actioned as appropriate but not retained on any computer for longer than necessary. This may take the form of an online request for the railway to run for a birthday, the request will be received by the secretary and, once an acceptable date and time has been organised, the information will be passed to a Person in Charge (PIC) who will organise running that day. The information does not, and should not be retained after this date.