AUTO-TRAIL OWNERS’ CLUB 1 May 2018
General Data Protection Regulations
Vital Notice to All Current Members
In 2016, the EU adopted the General Data Protection Regulations (“GDPR”) which will come into effect on 25 May 2018 and will apply to all member States and all entities in States wishing to do business with the EU. The Regulations will replace the UK’s Data Protection Act 1998 and will impose stricter compliance rules on the club for the retention of members’ personal information (“Data”).
Set out below is a document that is designed to ensure our compliance with the GDPR. It sets out the purpose for which we need the Data (our “Legitimate Interests”) and the way in which we will use the Data. We encourage you to retain this document for future reference.
The Purpose for which the Data is required. Auto-Trail Owners' Club (ATOC) was established to organise social events for its beneficiaries (“Members”) through a network of Rallies located across the United Kingdom and Europe, and to provide certain Member Benefits. Details of Rallies and other benefits are detailed in the annual Handbook and updated in the quarterly magazine sent to members.
The Data. The Membership Secretary maintains a central database of the personal information
personal information (Data) which Members of the ATOC have supplied, either when applying to join the Club, or subsequently, comprising full name, address, gender, spouse/partner name, telephone numbers, email addresses, vehicle details.
NB The information may have been supplied via WebCollect, the online membership system, who are separately responsible for the security of the data they hold.
Data Use. Periodically, the Membership Secretary provides copies of this data to the Treasurer and Rally Steward. The Treasurer may add to his/her copy bank details where given by the Member directly to him/her. The data is used to communicate with Members (or their immediate family) appropriately regarding Rallies they have indicated they wish to attend, including arranging refunds of deposits paid and in the event of an emergency.
The Data will be held securely in the United Kingdom for the duration of your membership and for up to two years thereafter and will be used solely for the Purpose identified above. The Data will not be transferred outside the United Kingdom except where it is held on a laptop computer used by the Treasurer or Rally Steward when travelling.
The data is used to:
• send members their annual Handbook and quarterly magazines;
• communicate with Members (or their immediate family) appropriately regarding Rallies they have indicated they wish to attend, including arranging refunds of deposits paid and in the event of an emergency;
Members Rights. Members have the right to see, correct and/or withdraw any or all of the Data pertaining to them, and to complain. The Board of Directors will ensure that changes notified to it are implemented and complaints dealt with. Some changes may affect Members’ ability to share in the Purpose. The contact for all communications is the Membership Secretary in the first instance, by either post or e-mail, details of which can be found on Page 3 of the Handbook 2018.
If you are a member of the Auto-Trail Owners' Club and any of the information we hold regarding your membership has changed please download and complete the form below and forward to the Membership Secretary.
This will ensure you receive your 2019 Handbook in December.
PROXY VOTING NOTICE
PLEASE NOTE THE CLUB SECRETARY WILL NOT BE ABLE TO TAKE CALLS OR ANSWER EMAILS BETWEEN 23rd and 29th OCTOBER
Any outstanding items will be dealt with on the 29th.
If you have an urgent matter please contact any Director
Pat Ash, Secretary
BOOK NOW FOR THE 2018
The clubs AGM is being held over the weekend of November 8th - 12th at Cheltenham Racecourse.
The meeting will be held on Sunday morning for club members only.
If you are attending JUST the AGM and not the rally, you are still required to send a rally slip to Pat Ash, (Club Sec.)
(Full details and rally information can be found in your Handbook). or HERE
PROXY VOTING NOTICE
Driving in Europe after March 29th 2019?
Important notice if no Brexit deal is reached
Updated 17th October
Interesting item here
2019 Provisional Rally Programme + Warners 2019 dates
STEWARDS WANTED FOR 2019 Warners Stoneleigh Rally
Safe parking at rallies advice, please take time to read this item.
Auto-Trail - Where it all began, a brief history.