AUTO-TRAIL OWNERS’ CLUB PRIVACY STATEMENT
The Purpose for which the Data is required.
Auto-Trail Owners' Club (ATOC) was established in 1993 to organise social events for its beneficiaries (“Members”) through a network of Rallies located across the United Kingdom (U.K.) and Europe (E.U.) and to provide certain Member Benefits. Details of Rallies and other benefits are given in the Annual Rally Book, Handbook and updated in the quarterly Magazine sent to Members, and on the Club's website, www.atocuk.com
The Data is held by
The Membership Secretary maintains a central database of the personal information (Data) which Members of the ATOC have supplied, either when applying to join the Club, or subsequently, comprising full name, address, title, spouse/partner name, telephone numbers, email addresses, vehicle details.
NB: - The information may have been supplied via WebCollect, the online membership service.
The Rally Stewards collect and use the information supplied by Members via the Rally Slips to run specific rallies and forward selected information to the Rally Co-ordinator and the Treasurer to maintain the Clubs Records and the financial management of the Club.
Data Use. Periodically, the Membership Secretary provides copies of selected data to the Treasurer and Rally Co-Ordinator. Contact details only are also made available to other Board Members as and when requested when carrying out their duties for the Club. The Treasurer may update his / her list with your bank details where they are given by the Member directly to him / her. To comply with the Clubs legal liability for compliance with company tax and accounting rules the Treasurer will maintain a record of all members who have either cancelled their membership or who have not renewed their membership for the current year (1st January to 31st December Annually) for 7 years.
Data is used to:
Send members their Annual Rallybook, 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.
The Data will be held securely in the European Union for the duration of your membership and for up to seven years thereafter and will be used solely for the Purposes identified above.
Members Rights. Members have the right to see and correct and / or withdraw any or all of the Data pertaining to them, and to complain about the Data ATOC hold. Changes may affect the Members ability to share in the Purpose of the Club.
The Board of Directors will ensure that changes notified to them are implemented within 30 days and complaints acknowledge within 24 hours and resolved within 30 days.
A Data Breach must be dealt within 72 hours and a Data Subject Access Request dealt within 30 days.
Members, on completing the Application Form or Renewal Form have contracted with the Club to hold their information on the Clubs Database and for it to be used for the Clubs purposes only and to abide by all the Clubs Documentation as detailed on the Clubs website.
The contact for all communications is the Membership Secretary in the first instance, either by post or e-mail, details of which can be found in the Annual Rallybook, Handbook or Magazine.
The contact for the Data Protection Officer is in the first instance, either by post or e-mail, details of which can be found in the Annual Rallybook, Handbook or Magazine
The contact telephone number for the ICO is 03031 231 113
Issued by the Board of Directors
A Read (Chairman)
For and on behalf of the Board of Directors of Auto-Trail Owners’ Club. The Board of Directors operate under the auspices of “Collective Responsibility”, all policy decisions are made jointly, and reached by majority / all in favour.
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.
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