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Dear Valued Members, You may have heard of the new General Data Protection Rules (GDPR), this is legislation that comes into force on the 25th May 2018. GDPR and the Data Protection Act (DPA) are enacted to ensure that organisations, including the WSCC, that are required to hold personal information about people, do so in a manner that is in line with the legislation, including how people are contacted, how they are asked to give their consent to the use of their personal data, what their personal data is used for and that this data is protected from abuse. The WSCC takes the use and protection of your personal information very seriously and as such needs to properly understand how the GDPR impacts our current good practice, the way the club identifies you as a member, how we use your information and how we need to re-engage with you to ensure compliance. You should be aware that the WSCC will be implementing measures as necessary to ensure compliance with the GDPR. These will take the form of updated processes, technical changes to the forum and adjustments to our existing terms and conditions. You can find further information about this on the WSCC forums as and when made available and where published, in the WSCC magazine and you will be contacted in the future about these changes. As the changes are complex and we do not have the skilled resources to deal with them, we will need time to review GDPR, its impact on the Club and you and ensure that we take appropriate steps, if any are needed, to change or update our systems, processes and statements in order to be compliant; this we will do and will let you know how we get on. A word or two on how we use the personal information you will supply or have supplied to the Club: Your personal information is currently stored securely in the membership system and limited details, necessary for your AOs to make contact, are held on a spreadsheet with each AO. The membership system is part of the forum software and it is the system used to ensure you have access to the forums and receive a copy of the magazine as well as confirming, if needed, that you as a member are entitled to the many benefits available such as discounted track days and insurance products from our chosen partners. It is also the system that tracks your membership status and payment history. No bank details are stored, just a record of purchases of Membership and other Club products along with your name, address, email and contact numbers. The AOs hold a spreadsheet that has your name address and contact number and they use this to contact you about local events. You will have previously given your consent under DPA for all of this to happen. The WSCC is a Membership Club, it has no need nor desire to sell or market your personal information to anyone else. We hold, protect and manage your personal information for the sole purposes of; ensuring your membership of the WSCC is valid at any given time, enables us to ensure you are notified of renewals and allows you to pay for continued membership. We only ever use your address information to ensure you get a copy of the quarterly magazine and as a last resort if we need to contact you about your membership by post for example if repeated emails, phone calls, private messages and forum posts have failed and it is deemed important enough to do so. In rare circumstances and so long as there is a majority decision from the prevailing committee, we may also mass email the membership with important Club news (such as this very email). These emails are sent "blind" in that you will never see other members email addresses and other members will not see yours. The WSCC has no need nor desire to email, mailshot or make contact with you for any other reasons. Confirmation of your membership "may" be requested by the third parties we entrust to provide members with discounted products such as insurance and track days; on the rare occasions that such a third party requires confirmation of membership, we will only ever confirm or deny your membership - no other personal information is given. What next? As noted above, we will need to review the impact of GDPR on all of us and make the required changes to ensure compliance, this will take time. What may happen sooner rather than later is that you will be asked to reconfirm your consent (in a manner consistent with GDPR) for the Club to store and use your personal information as summarised above but in more detail giving you specific choices and requiring you to physically and knowingly "opt in". Note, as above, you data is required in order for you to be a member, should you at any point determine that you do not want your data to be held securely by the Club, then it follows that you can't be a member which is logical and reasonable. As I say, there is much work still to do, we will crack on and aim to make this as painless for all concerned whilst abiding by the new regulations and continuing to protect the data we hold. Thank you for your understanding and patience. Please feel free to use this thread for open discussion on GDPR, we'd welcome your views...
