Stonehaven & District Men’s Shed (SDMS) maintains a database of information on membership and user groups. This is for operational reasons, communication, security, charity reporting and fundraising purposes. The information held is kept to a minimum that is necessary to safely and effectively run the shed.
Trustees and Management Committee members may have to request additional personal information from time to time, depending on the requirements of official paperwork, fundraising, charity-related activities or facilities management of the Shed.
This information will be requested directly from the relevant individuals if necessary.
How we collect your data
You directly provide SDMS with the data that we collect through membership and the Shed’s ‘Welcome Form’ (membership form).
By signing the membership form you are providing written consent to hold this data.
How we use your data
SDMS collects minimal personal data so that we can report on membership numbers. This is a requirement for OSCR charity reporting and can be useful for fundraising.
Your contact information will be used only to contact you directly; primarily to advise of upcoming meetings, Shed news or any other relevant Shed activities & events.
For bulk email communications, we will use the ‘BCC’ (‘Blind Carbon Copy’) function to prevent your email address being released to other members. Subsequent emails between SDMS members are excluded from this policy as we have no control over the use of your email address by any member who may separately learn of it.
We will never share your data with third parties, unless we are legally obliged to do so.
You can opt out of receiving SDMS e-mails at any time by sending an email to:
‘Unsubscribe@StonehavenMensShed.co.uk’.
How we store your data
The database of members is securely stored on a protected SharePoint portal (digital data) and in a locked & controlled metal cabinet (hard-copy data). Only the relevant Trustees, Management Committee members and Shed Safety Supervisors have access to this information.
SDMS will keep the personal data that you provide for the duration of your membership. If you decide to cancel your membership, all of your personal data will be deleted within 4 weeks of your request to cancel.
Marketing
As stated above, we will not use your data for marketing purposes and will never forward your data to third parties unless we are legally obliged to do so.
What are your data protection rights?
To ensure compliance with GDPR (General Data Protection Regulation) guidelines, you have the following data protection rights:
Right to Access – you can request that SDMS sends you a copy of your personal data that we hold;
Right to Rectification – you can request that SDMS corrects any of your personal data that you believe is inaccurate or incomplete;
Right to Erasure – you can request that SDMS erases all of your personal data. By doing so, your membership will be revoked;
Right to Restrict Processing – you can request that SDMS restricts the processing of your data;
Right to Data Portability – you can request that SDMS transfers your personal data that we have collected to another organisation, or directly to you. If you make one of these legal requests, SDMS has one calendar month to respond to you.
Please contact one of the Trustees if you would like to exercise any of these rights.