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GDPR statement and Privacy Policy – January 2024

This document describes how we handle personal data kept by the Heart Support Group.
We collect Name, Address, Telephone number (Static and Mobile) and email address as well as emergency Contact details.
This data is for the sole purpose of contacting members regarding Group activities or, in the event that any member is taken ill we have a point of contact.
The data is kept on a single USB stick managed by the Group’s Secretary.
A paper copy of the consent form, filled in and signed by existing and joining members, is kept by the Group’s secretary in a secure location.
Paper copies of class members phone numbers, email address and emergency contact details are provided to the instructors of each class for the purpose stated above, they are kept in a lockable case provided by the Group.
Access to the computer copies of the data is strictly managed by the Group’s GDPR manager.  As of October 2023, this is the Group’s Secretary.
No personal data is shared with any other organisation. We do not send personal data via email.
Group members can have their data updated or removed by contacting a committee member, whereupon the data will be removed within 72 hours.
Every year all data held is reviewed for relevance and non-relevant data destroyed.  This includes data for Members who have not attended exercise classes in the preceding 12 months unless there is a medical reason and they plan to return in the future.
At certain Group events photographs or videos may be taken and used to promote the Group. Any member who does not want their photograph taken or to appear in a video should decline involvement when the photograph or video is being taken. Some photographs and videos may also appear on the Group's website.

Overall, our aim is to:
Keep any personal data secure, viewed only by those who really need to see it, limited to what is needed, accurate, up to date, kept for only as long as it is needed, deleted / destroyed when no longer needed, available to be seen by its owner on request, not shared and is easily amended if incorrect.

          The Group acknowledges that:
•    The committee is aware that Data Protection legislation applies to the Group.
•    All committee members understand how to handle personal data.
•    Group officials have given permission for their names and contact details to be made publicly available.
•    There is a process to follow if any Personal Data is lost or stolen.
•    Personal Data will only be used for Group purposes

Issued by the ‘Redditch Hale and Hearties, Heart Support Group’ Committee.
 

 

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