At least once a year the Club must:
 

• Review the Data Protection Policy – President and Committee

• Review the full and limited contact lists – Membership Sec

• Review the email distribution lists including all members and digital team - Membership Sec, Website Manager

• Delete all images from over two years ago from the club laptop and back ups, see Guidance S8.6 – Dig team Manager

• Confirm external comps co-ordinator and any helpers have deleted any images held personally for the purposes of undertaking the role – Ext Comps co-ord

• Consider the general business and membership records held and delete the records held relating to the previous eighth year unless they constitute a historical record as set out in the MHPS Data protection and Privacy Policy, See Guidance S13.1 - President

 

Monthly:
 

• Delete Vimeo (or other) recordings – Vimeo account manager

 

Quarterly:
 

• Ensure all images are on the club laptop and back up – Dig team manager

• Post backup being undertaken Dig team to delete all images held by them personally and confirm to Club Secretary

• Delete the emails from the webserver – Website Manager

 

New Members:
 

• Give them a copy of the Constitution – Membership Sec

• Give them a copy of the Data Protection Policy and ask them to email their agreement to it – see Guidance S3.1 – Membership Sec

 

Leaving Members:
 

• Ask them to destroy any hard copy personal data held such as contact lists or delete any electronic copies of data held such as images and contact lists – Membership Sec

• Remove them from relevant email distribution lists – Membership Secretary

• Remove any member gallery from the website – Website Manager

• If they have held the position of Officers of MHPS ask them to hand over all information and documentation (electronic or hard copy) relating to the Club when they leave.  Ask them to confirm they have deleted any electronic documentation held once handover is complete. – Membership Sec

 

Changing formal role:
 

• If leaving the dig team, remove address from email distribution list – Website Manager

• Handover information and documentation (electronic or hard copy) relating to the role.  Ask them to confirm they have deleted any electronic documentation held once handover is complete. – President

 

Data Protection and Privacy Policy

Version 1.3 dated October 2020

 

 

​

​

​

Guidance to Officials and Members

Version 1.4 dated November 2022

​

​

​

 

MHPS Constitution 

October 2020

​

​

​

​

​