GDPR
1 Introduction
The Harrow Parks Forum (HPF) has a data protection policy which is reviewed regularly.
In order to help us uphold the policy, we have created the following procedures which outline ways in which we collect, store, use, amend, share, destroy and delete personal data.
These procedures cover the primary; routine ways we collect and use personal data.
We may occasionally collect and use data in ways not covered here.
In these cases, we will ensure our Data Protection Policy is upheld.
2 General procedures
Data will be stored securely in the HPF Gmail account.
When it is stored online in a third-party website (e.g. Gmail) we will ensure the third party complies with UK GDPR.
When it is stored electronically, it will be kept in password protected files.
When it is stored on paper it will be held in a locked filing cabinet.
When we no longer need data, or when someone has asked for their data to be removed, it will be deleted securely. We will ensure that data is permanently deleted from computers, and that paper records are shredded.
When communicating via email with members on behalf of HPF, only the HarrowParksForum@gmail.com account should be used. Personal email accounts should not be used for this purpose.
Deliberate theft / copying and misuse of the HPF members’ private data records is a criminal offence and will be reported to the Information Commissioners Office (ICO).
Mailing list
We will maintain a mailing list. This will include the names and contact details of members who wish to receive communications such as newsletters and events information from The Harrow Parks Forum.
New members will be sent a welcome email (Appendix 1) which will include an explanation of how we will use and store their data and that they may ask to be removed from the list at any time.
We will provide information about how to be removed from the list with every mailing.
Contacting members
We will regularly review and maintain a list of contact details of our current members. It is sometimes necessary to share members contact details with other members for ease of organisation.
Contacting committee members
The committee needs ease of contact with one another in order to run the organisation effectively and ensure its legal obligations are met.
Committee contact details will be shared among the committee members.
Committee members will not share each other’s contact details with anyone outside the committee or use them for anything other than The Harrow Parks Forum business, without explicit consent.
Review
These procedures are published on our website and reviewed every two years
Date:
Signature (Chair) ……………………………………………………………………………………
Useful Contacts: Information Commissioners Office (ICO) 0303 123 1113 (Advice line) or: https://ico.org.uk
Appendix 1
Welcome email to new member including privacy notice
Dear …
Welcome to The Harrow Parks Forum.
We understand that you wish to become a member of The Harrow Parks Forum (HPF).
Please find attached a welcome letter which provides you with some history and more detailed information about the group. We have also attached our latest newsletter which we hope you will enjoy reading.
As a member you will automatically receive future HPF newsletters and any other relevant information regarding the Forum from the committee.
From time to time, we may also send you a survey to complete in order for us to understand what is important to you about the Forum.
Your details will be stored securely on-line in our Gmail account and will be removed within one month if you end your membership of The Harrow Parks Forum.
You can withdraw your consent for us to use your information at any time or ask us to amend or delete your details by emailing check email here
Thank you for supporting The Harrow Parks Forum