GDPR for Our Walking Group: A Simple Guide

GDPR (General Data Protection Regulation) is all about protecting people's personal information. As a walking group, we handle some personal data, so we need to be mindful of the rules. Here's a quick guide.

What is Personal Data?

Personal data is anything that can identify a person. This includes:

● Names: First and last names.

● Contact information: Addresses, phone numbers, email addresses.

● Photos/Videos: Especially if people are easily identifiable.

● Emergency contact details: Names and phone numbers.

● Medical information: If shared for safety reasons (e.g., allergies).

Why Does GDPR Matter to Us?

Even though we're a small group, we still need to respect people's privacy. We want to build trust and ensure everyone feels comfortable.

Key Principles and Actions

1. Lawful, Fair, and Transparent:

○ We only collect data we genuinely need for running the group (e.g., contact details for walk updates and to notify members of social events).

○ We always strive to be clear about what data we collect and why.

2. Purpose Limitation:

○ We only use data for the specific purposes we stated when we collected it.

○ We don't use email addresses for unrelated marketing.

3. Data Minimisation:

○ We only collect the minimum amount of data necessary.

○ We never ask for unnecessary details.

4. Accuracy:

○ We keep data accurate and up-to-date.

○ Members are encouraged to tell us if any of their details change.

5. Storage Limitation:

○ We don't keep data longer than necessary.

○ We delete contact details of members who leave the group within 6 months.

6. Integrity and Confidentiality (Security):

○ We make every effort to keep data safe and secure.

○ All contact lists are stored securely and are password-protected.

○ We never share contact lists with unauthorized people or organisations.

7. Individual Rights:

○ Members have rights regarding their data, including the right to access, correct, or delete it.

○ If a member asks to see what information we hold about them, we will provide it. Similarly, if a member asks to be removed from the email list, we will comply.

Practical Steps for Our Club

● Membership Forms:

○ We clearly state what data we collect and why.

○ The form will include a simple consent statement.

● Contact Lists:

○ We store them securely.

○ It is our aim to regularly review and update them.

● Photos/Videos:

○ Members who do not wish to share their image(s) on social media should make this clear to the walk leader at the time. The same principle applies when attending social events.

○ Wherever possible when posting to social media, group photos rather than close up singular photos will be used.

In Simple Terms:

● We aim to be honest and transparent with members about the information we ask for.

● We only collect details that we need.

● We keep data safe.

● We respect people's rights.

By following these simple guidelines, we can ensure that we are respecting everyone's privacy and complying with GDPR.

If you need any further information please contact the Membership Secretary.

GDPR Policy

To view the clubs policy please click here.