Annual membership records shall be maintained by the Membership Records Officer in the form of password-protected electronic spreadsheets. The records will contain: Membership number, name(s), address, email address (if provided), telephone number (if provided), date of joining, subscriptions paid for current and previous year and date to which membership is valid, together with such administrative notes as may be required for the efficient maintenance of the records.
For the purposes of having an independent “back up” copy of the records, a copy of the latest spreadsheet shall be provided to the chairman of the association six-monthly. Those copies shall be deleted on receipt of the next updated version.
From time to time, as required, a copy of the current membership list, including, names, addresses and email addresses, may be made available to committee members for the purposes of circulating to members copies of newsletters, notices and reminders of meetings and information about local matters. The membership records shall not be provided to any other person or organisation. After use for the purpose concerned, the spreadsheet shall be permanently deleted by the relevant committee member(s).
The spreadsheet record for any particular year will be permanently deleted after five years.
Completed membership forms shall be stored in a secure container and will be destroyed within two years after membership ceases.
Members are required to give their specific consent:
a) to the maintenance of the record of their membership in electronic form;
b) to receive email communications from the association (if they have provided an email address).
All email communications shall be sent on a “bcc” basis.