Data Protection
The Beagle Club
General Data Protection Regulation
Data Protection Policy and Procedures
INTRODUCTION
- The Beagle Club (The Club) is committed to a policy of protecting the rights and
privacy of individuals. The Club 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. - The Club 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.
Purpose - The purpose of this policy is to set out The Club’s 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. The Club 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 The Club is by consent of the
individual, clearly given to The Club. 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
The Club on its database, e.g. seeking inclusion on a judging list or subscribing to the lottery.
2
Applying the Data Protection Act within The Club - The Club will only collect personal data for the purposes of running the services of
The Club and in the provision of activities associated with The Club. 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 The Club. Personal data will only be held for
as long as it is reasonably required to fulfil the obligations of The Club. - The Club does not undertake commercial marketing activities and will not disclose
personal data to any third party for such purposes. Personal data may be reproduced in The
Club’s annual and is required to be submitted to The Kennel Club annually.
Responsibilities - The Club 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:
a. collects and uses information fairly;
b. specifies the purposes for which information is used;
c. 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 requirements;
d. ensures the quality of information used;
e. ensures the rights of people about whom information is held, can be exercised under
the Act;
including,
i the right to be informed that processing is undertaken;
ii. the right of access to one’s personal information;
iii. the right to prevent processing in certain circumstances, and
iv. the right to correct, rectify, block or erase information which is regarded as
incorrect information.
f. take appropriate technical and organisational security measures to safeguard
personal information,
g. set out clear procedures for responding to requests for information.
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 them.
Procedures for Handling Data & Data Security
3
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 someone’s name in a document comprises personal data; however, combining
various data elements such as a person’s 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.
The Club’s 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 membership
forms:
The Beagle Club has a Data Protection Policy and accompanying procedures. These are
published on The Club’s website and are also available from the Secretary on request.
Members’ personal data (name, address, telephone number and KC affixes) are processed
in a computer for the purpose of compiling and maintaining The Club’s list of members
and for use with The Club’s 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 member’s
personal data being recorded on computers or electronic media authorised by The Club
for such use and to it being published in The Club’s annual.
Consent forms will be stored by the Secretary in a securely held electronic or paper file.
THE BEAGLE CLUB 