When you apply to become a member of PUG you will be asked to provide certain information. This includes:
With the exception of membership payments, all the information collected is obtained directly from you from your membership form. This information will be updated on your request or with information provided by you on the annual renewal form. A Membership Number is assigned with the initial registration. Your payment information is collected when a payment is received.
We use your personal information:
You may choose to subscribe to our mailing list (PUG-L). You can manage your subscription and unsubscribe at any time. We will send you one reminder by email if you have neither renewed nor cancelled your annual subscription.
When you become a member, there is effectively a contract between the member and PUG. This allows us to process this data:
We may disclose information about you, including your personal information:
Where such systems are used, the committee has scrutinised the Terms and Conditions of each supplier and judged that their digital and physical systems and procedures are secure. [The current provider deletes this information after one month.]
We need to keep your information so that we can provide our services to you. This data can be deleted on your request after you are no longer a member. However, certain financial information has to be retained for 7 years. The exceptions to this are instances where there may be legal or insurance circumstances that require information to be held for longer, whilst the circumstances are investigated or resolved. Where this is the case then the member(s) will be informed how long the information will be held for and when it is deleted.
To ensure the information we hold is accurate and up to date, members need to inform PUG of any changes to their personal information. You can do this by contacting the Membership Secretary, contact details are available in the Newsletter and on the website.
On an annual basis you will have the opportunity to update your information, as required, via the membership renewal form. Should you wish to view the information that PUG holds on you, you can make this request by contacting the membership secretary as detailed above. We will usually respond within 14 days of the request being made.
We have in place a range of security safeguards to protect your personal information against loss or theft, as well as unauthorised access, disclosure, copying, use, or modification. To this end, there is no external access to the database holding the membership data and the computer (and its backups) are all protected with standard firewall and anti-virus software.
Your membership information is held on a purpose built database which is backed up regularly to an external device and as required on to the PUG-L list controller’s computer.
This policy is available through PUG Website (www.pugweb.org.uk or by request to any Committee member (contact details are in the Newsletter). This policy will be reviewed on a regular basis and may change from time to time. If we make any material changes we will make members aware of this via the Newsletter and the mailing list.
If you have any queries about this policy, need it in an alternative format, or have any complaints about it contact firstname.lastname@example.org