The London Transport Flying Club

General Data Processing Regulations

Process

Why we hold data?
We hold data in respect of members in order to administer the club. We confirm therefore that we have a specified, explicit and legitimate reason for holding and processing personal data in respect of members. Under the data processing regulations these reasons are known as a 'legal obligation' and a 'legitimate interest' for processing data.

What type of data do we hold?
The personal data we hold relates to your membership of the club either as a current or retired member. Below are examples of the type of data we may hold:-

• Personal details- Title, name, date of birth, address and postcode, email address, telephone and mobile numbers.

• Details of the type of licence you hold and medical status. Information pertaining to your flying experience. Training records for students.

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Who could share this information?
In order to administer the club it may be necessary to collect and share members data with certain other bodies, e.g. the CAA and insurers. We confirm however that the data will only be shared where the Directors have a legal obligation or legitimate interest in doing so.

How do we obtain your data?
For your information, data already held by the club will have been obtained from members personally when you joined the club or subsequently on request.  We want to make sure that personal information is accurate and up to date and members may ask us to correct or remove information you believe is inaccurate.

Retention of Data.
We regularly review the personal data we hold. If it is concluded that certain data is no longer needed it will be destroyed.

How is the Data Held?
The data is held on computer files with some information in paper format. The computer files are password protected.

 

Procedure

Implementation.
The regulations come into effect on 25 May 2018, before that date the following actions have to have been implemented:-

1. All data on members no longer active in the club must be destroyed. For those Members that are no longer active but where it is wished to remain in contact with, their data may be retained, in which case they must be as treated as active members below.

2. All active members must be sent a copy of the Privacy Notice; this can be by e mail where the information exists, otherwise by letter.

3. For new members the Privacy Notice should be sent when their application for membership is accepted. It should be stated on the accompanying e mail that this is accordance with the General Data Processing Regulations 2018.

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Annual Renewals
It is not required to send the Privacy Notice at each annual renewal, but is must be available to any member on request.

The Renewal Letter must be amended to include the following paragraph:-
"Under the General Data Protection Regulations you are consenting to your data being retained by the club. A copy of the Privacy Notice is available on request".

Security.
The club is expected to retain the data with a reasonable level of security. Paper files should be kept in locked cabinets, files held on a computer should be password protected.

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