2. This policy and any amendments to it will be established by the ACA Committee and will be subject to ratification at the Association’s Annual General Meeting
3. The Chairman and members of the ACA Committee are, collectively and separately, custodians of this policy and responsible for the timely and efficient implementation of its provisions. The Honorary Secretary to the ACA Membership Secretary will act as the Association’s Privacy Officer responsible for, inter alia:
a. Providing advice and guidance as required.
b. Creating and maintaining, and as instructed destroying, data records.
c. Drafting data policies and procedures.
d. Acting as the first point of contact for all matters of data policy.
The ACA Requests, Collects and Stores the following Membership Details:
4. Name, title, spouse’s details, postal and email addresses and telephone number(s).
5. Any other reasonable information to enhance the service to the members. If received this will be treated in the same way as any other personal data.
6. Members on joining the ACA will be required to give their written consent for:
a. Their data to be held and stored securely on the Association’s electronic database.
b. Their data to be included in a Confidential-Members Only Excel Membership List to be made available to individual members electronically.
c. For them to be contacted by one or all means of electronic, postal, SMS text and telephonic communications.
7. The ACA collects and stores this information for the following purposes of:
a. Internal record keeping and administration purposes.
b. Establishing and maintaining the ACA Rules and Membership List.
c. Managing members’ membership of the ACA.
d. Managing the ACA’s subscription fund.
e. Establishing and running the ACA management organisation.
f. Organising and Informing members of the ACA business and social programmes.
g. Responding to enquiries and requests from members and other similar associations.
Security and Confidentially
8. The ACA is committed to ensuring that members’ information is secure. This includes storage on computers, laptops, and portable devices.
9. Members data is stored on a suitably encrypted and fire walled electronic database which is in the general custody of the Membership Secretary in his capacity as the DPO. Data is made available to individual members in the form of a Confidential-Members Only Excel spreadsheet electronically.
10. The ACA Committee members and other officials will not divulge individual members’ information to non-members of the Association without that member’s express written permission.
11. Individual members agree not to divulge other members’ details to non-members of the Association without that member’s express written permission.
Contacting the ACA and Controlling Member’s Personal Information
12. Members who have previously consented to provisions of paragraph 6 above can change, amend or remove any information that is held by the ACA at any time by informing the ACA Membership Secretary electronically or by post, the contact details for whom are promulgated in the membership list.
13. Members may also request details of personal information held by the ACA by emailing or writing to the Membership Secretary.
Subject Access Requests
14. Members may request, of the Membership Secretary in writing, details that the Association hold on them. The object is to give members individual access to allow them to check what is being held is accurate. The deadline for these requests is 30 days from the date of the request being received.
15. Details of deceased members of the ACA together with those who resign from the Association will be maintained in a Past Members archive attached to the Membership List for a period of ten years.
16. After 10 years only the name of an individual member and their last known postal address will be retained.