Scunthorpe and Grimsby Advanced Motorists

DATA COLLECTION AND PRIVACY POLICY 


1. About this Policy  

1.1 This policy explains when and why we collect the personal information about members of the Institute of Advance Motorists (IAM Roadsmart) and/or Scunthorpe and Grimsby Advanced Motorists (SAGAM “The Group”) how we use it and how we keep it secure and your rights in relation to it. 

1.2 Personal information is information about you from which you can be identified. Dependent on which service you receive from us, we will process different types of information about you.  We will not process any personal information about you that we do not actually need in order to provide our services to you.

1.3 On 25 May 2018, a new European Union (EU) data protection law – the General Data Protection Regulation (GDPR) – took effect. The GDPR gives individuals in the EU more control over how their data is used and places certain obligations on organisations that process information belonging to those individuals. We’ve produced this Privacy Policy to take into account the new requirements of the GDPR.

 

1.4 By continuing to use our services on or after 25 May 2018, you acknowledge our updated Privacy Policy. We may collect, use and store your personal data, as described in this Data Collection and Privacy Policy. (The Policy)

1.5 We reserve the right to amend this Policy from time to time without prior notice. You are advised to check our website [http://www.scunthorpegrimsbyadvancedmotorists.org]

 or our Quarterly Magazine for any amendments and Group contacts (amendments will not be made retrospectively). 

1.6 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will, depending on your current status be the “controller” or “processor” of all personal data we hold about you. 

1.7 Our rationale for recording personal data of our members lies in Article 6(1)(b) GDPR which gives a lawful basis for processing where:

“processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”

1.8 In simple terms so that we can engage in and respond to those who have “contracted” to become members of The Institute of Advanced Motorists at a national level and/or the Scunthorpe and Grimsby Advanced Motorists at a local level (on subscription or otherwise).

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2 Information Security

Your data is considered to be an important asset to us, and as such, we make reasonable effort to ensure the necessary measures are in place to prevent unauthorised or inappropriate access, use, modification, disclosure or destruction.

 Measures we take to keep your data secure include, but are not limited to:

 making regular backups of files;  protecting file servers and workstations with virus scanning software;  using a system of passwords so that access to data is restricted;  allowing only authorised staff into certain databases;  using data encryption techniques to code data when in transit;  ensuring that officials of the Group are only given sufficient rights to any systems to enable them to perform their job function.

3. Who are we? 

3.1 We are [Scunthorpe and Grimsby Advanced Motorists]. We can be contacted at CHAIRMAN and DRIVING COORDINATOR, Terry Heath, 48 Vicarage Ave, Wrawby.Tel:01652 655601, Email: terryheath@sky.com

4. What information do we collect?

4.1  Information Collected at the Point of Purchase (Full IAM Member)

 

Data  Contract  Notes  Name   Contracted by IAM RoadSmart at point of purchase  Address   Contracted by IAM RoadSmart at point of purchase  Gender identifier   Contracted by IAM RoadSmart at point of purchase  Year of Birth   Contracted by IAM RoadSmart at point of purchase  Post Code   Contracted by IAM RoadSmart at point of purchase  E-mail address   Contracted by IAM RoadSmart at point of purchase  Telephone   Contracted by IAM RoadSmart at point of purchase  Next of Kin details (NoK)   NoK has to give consent & confirmed in a declaration signed by The Associate  ‘Run sheets’  Kept by Associate  Kept by Group  Copy each  Membership by Groups Sign Off (MBGSO)     For the purpose of the training course, it is acceptable for Groups to be able to have sight of the Run Sheets, to monitor and evaluate training. Contract for this will be part of the purchase of the Course.  This then requires secure storage and access  This will also include video and audio footage of Training (if recorded)

 

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4.2 Post Associate Group Involvement

On completion of the Course, or abandonment of the training, the Run Sheets will revert to the Associate, and the Group confidentially destroy their copies, or return them to the Associate. 

 

Data  Contract  Notes  Personal Details as above   Once an associate either becomes a full member, or fails, or doesn’t complete the course, and does not renew the Course, then the original contract ceases.  A new group contract will then need to be issued by the Local Group for inclusion on Group circulars, publications and contact with the Group.  This will be securely stored and only accessed by authorised Group Officials. Access to personal information will be governed by secure password/encryption This will require the issue of the Group Contract to all group members on an annual basis when membership fees are collected 

 

Bank Account details   For D/D collections – Securely stored and accessible only by authorised Trustees e.g. Treasurer   Social Media feeds   Inclusion in this type of activity requires covering by issuing the group contract. Or if available to public through sharing platforms the identities of members should be invisible  This will require the issue of the Group Contract to all group members on an annual basis when membership fees are collected  Photos and videos of Members and their vehicles  Putting on the Group’s website and social media pages and using in press releases. Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.

 

Observer Training   Contract for inclusion in IMI registration will be required through the issue of the group contract.  During training the LOA will need to complete a portfolio of evidence – for LO qualification – for submission to IMI. On completion of training, then it is good practice to engage with CPD, so the initial consent needs to reflect this. The NO process slightly different whereby info is stored on DTE, shared with IMI, shared with a Group nominated person and individual – consent needs to reflect this.  If an Observer ceases in the role, data

 

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held should be cleansed and a skeleton record indicating the IMI qualification identifier replacing the training record, any resumption in the future can be accessed by the identifier. IAM RoadSmart has in place data sharing agreement with IMI 

 

Groups should not retain Training records of non-active Observers.  Lapsed or deceased members  Groups cannot hold any data on nonmembers, personal data including run sheets or training sheets have to be returned and/or securely destroyed 

 

Data Privacy & Retention  Groups have to securely protect data, and advise members of the need to protect data 

 

Data questions  The Group has appointed a Group Data Manager to answer Data questions from members 

 

Data cleansing  The Group has a scheduled data cleansing programme to ensure Data held is relevant to their purpose, accurate, and valid 

 

 

 

4.3 Retention Period 

The table below outlines examples of the types of documents, and the recommended retention periods. 

 

RECORDS HELD  (type of data) 

REASON FOR RECORD  (the purpose or use of the data) 

RETENTION PERIOD  (timescale in years) 

ACTION FOLLOWING RETENTION 

ACTION COMPLIES WITH 

Full Group members.  Name; gender; year of birth; address; Email: telephone;  Bank Account details when D/D is used to collect payment 

Group demographic; Marketing, Social Contact; official group business  Payment of Group funds 

Permanent while the person remains a Group member 

If a member leaves the Group, all data held to be destroyed  Any records in existence relating to lapsed members to be destroyed.  All records to be held electronically  Computers, tablets, and Smart Phones used to keep data on to be password protected No paper records kept 

GDPR Guidelines.  IAM Policy 

Associates:  Name; address; Year of Birth;  e-mail; telephone  Next of Kin (NoK) details  Portfolio of evidence regarding course progression 

Corporate demographic of age  Marketing  Contact details  Associate to inform NoK that details held  Run sheets to be retained by Associate  Membership by Group Sign Off (MBGSO)

Once converted to full member, Data held as above. 

If associate does not continue to full membership, all data to be cleansed and any records kept to be handed back to associate  Storage of data as above 

GDPR Guidelines  IAM Policy 

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Run Sheets 

Group Meetings and accounts 

Legal requirement  Ten years  Destroyed  Charities Act 2011  Companies Act 2006 

Observers;  Training records (inc Video)  Personal details as at Group members  CPD attendance  Portfolio of evidence  Associate details 

 

Contact associates  Proof of progression of learning as an Observer 

While active in role  Destroyed  IAM Policy  GDPR Guidelines 

 

5. GDPR Contact Information

Any specific queries or complaints regarding GDPR, data use or disclosure and/or this document should be directed in the first instance to the Group Data Manager, Michael Harris.  Tel.  01469531625







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