What personal data does HIWC collect?

The data we routinely collect includes member’s addresses, email addresses, dates of birth and personal interests. We collect this data directly from our members when they join the club or update their information.

What is this personal data used for?

We use member’s data for the administration of your membership, the communication of information and the organization of events, i.e. for the purpose of its legitimate interests as a membership organization.

For some data, such as that relating to financial matters, the basis for its collection and retention is purely to comply with our legal obligations.

Who is your data shared with?

Neither your membership nor personal data is passed on by us to any other organizations.

How is this data stored?

This information is mainly stored in digital form on password protected computers belonging to Board members. Some is also in the form of written documents, safely stored in Board members’ homes.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation), we do not have a statutory obligation to appoint a Data Protection Officer, so the person ensuring HIWC’s compliance with GDPR, is the President.

Who has access to the data?

Members of the HIWC Board have access to member’s data in order to carry out their legitimate tasks for the club.

How can you check what data we have about you?

If you want to see the membership data we hold about you, you should contact our Membership Officer.

You can contact us with a ‘Subject Access Request’ if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.

How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit how your data is used:

  • You could maintain your club membership with your correct name, but with limited contact details. However, we do need to have at least one method of contacting you. You could, for example, simply maintain an up to date email address, but of course that would limit what we were able to provide you with in the way of written information that would require a mailing address.
  • You do not need to provide us with your date of birth.
  • You may choose not to receive information emails from HIWC (we do not send any out on behalf of other organizations).
  • Any of these options can be implemented for your club membership by contacting our Membership Officer –

How long do we keep your data for, and why?

We will delete all your data once you are no longer a member of HIWC.

We would also ask that you safely destroy your old HIWC Directory when you receive a new one.


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