Privacy Policy

INTRODUCTION

Bishopsgate Ward Club is an unincorporated association which has existed since 1790 to represent the interests of those who live, work and have other connections with the Bishopsgate Ward within the City of London. It organises events of various types to bring these members together, in return for an annual membership subscription payment.

Membership of the Club is a form of contract where Members pay a subscription in return for which Members receive benefits and services provided by the Club. The Club asserts that it is a lawful processor by virtue of this relationship and does not need to obtain specific consent to process data. The Club has identified a Data Protection Officer which is the Honorary. Secretary.

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TYPES OF DATA COLLECTED AND STORED

The Club is committed to recording accurate personal data which consists of the information on the Membership Application Form, supplemented by other information provided by members during the course of their membership (e.g. emails, event bookings, surveys completed).

No bank account details are recorded by the Club itself, however, if provided to us, your bank account details may be stored within our Internet Banking service, credit/debit card processor or our Direct Debit service bureau. They may also be requested by the Hon. Treasurer to process a refund to a Member, and in that case the information may be given by telephone, email or post.

The Club does not collect sensitive personal data such as genetic, biometric or health data nor information on race, ethnicity, religion, political persuasion, or sexual orientation. Such sensitive data is known in GDPR (General Data Protection Regulation 2018) as special category data. The Club may verify the information supplied in the Membership Application Form but does not store additional personal information when considering an application. If information is published (i.e. in the public domain) about a Member, e.g. personal, professional or civic honours, the Club is likely to add such information to your record.

In the event of there being a data breach impacting on your personal data, the Club undertakes to inform you (as well as the Information Commissioners Office) within 30 days of the Club becoming aware of the breach. The Club does not believe that the data it holds give rise to any need to report a breach to the Information Commissioner within 72 hours but it is conscious of the possible need to do so. Paper records are also held securely.

TRANSFER AND SHARING OF DATA

The Hon. Secretary is the data controller and principal processor of your data. The Club’s Officers may also wish to look at Member data from time to time and have the right to access it provided this is done with appropriate security measures in place, and securely deleted after use.

The Club uses a secure online membership administration system (currently MyClubHouse.com from Simmetrics Limited) which is provided on a ‘Software As a Service’ basis. This means that your personal data is stored by us within this system, but we retain overall responsibility as data controller for its security and taking such security measures as we think appropriate to the sensitivity of the data held, in conjunction with Simmetrics Limited which acts as data processor on our behalf.

The Club uses Mailchimp, an online contact system, to send emails to the members. For this purpose your name and email address are maintained on this system.

In order to preserve a good history of the Club, copies of past membership lists are sent to the archives at the Bishopsgate Institute; the agreement with Bishopsgate Ward Club specifies that the Institute then becomes responsible for safe storage and control of access to these paper archives and must seek Club approval for access by third parties. The files are stored in the Institute’s archive area, accessible by authorised personnel only.

When you attend functions or events organised by the Club the venue and caterer will normally, for security and practical reasons, want a list of names and dietary or other requirements. The Club does not share your data with any other third party apart from its legal advisers in the event of a legal dispute.

PUBLICATION OF DATA

The Club recognises that an important aspect of membership for some people is being able to contact other members directly, and as such is committed to making lists of basic contact information available to other members, either in the form of a paper/PDF directory or an online lookup facility on its website. However, members will be given the opportunity to individually opt-out of such publication at the time of applying for membership, or any time subsequently, and these requests will be honoured as soon as practicable.

RETENTION OF DATA

The Club intends to hold your data throughout the period of your Membership and applying the following post-Membership policies:

- In the case of resignation, for three years.

- In the case of exclusion, for eight years (in order that appropriate institutional memory exists of the circumstances).

- In the case of death, indefinitely, for archival purposes only, but the Club will consider requests for erasure from immediate family and/or executors.

YOUR RIGHTS

- To complain. Ideally the Club would wish to try to deal with complaints itself before recourse to any external authority and asks Members to submit complaints via email or post but it is open to Members to submit a complaint at any time to the Office of the Information Commissioner.

- To have correct data recorded by the Club. The Club will be happy to correct errors.

- To require the Club to erase data which it holds about a Member. The Club will fully respect the new legislation but reminds Members that the low-level information gathered by the Club is perceived by the Club as the minimum needed to provide Members with the benefits of Club Membership.

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Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, Bishopsgate Ward Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.

Use this form to send an email to another member. You may only send to one member at a time. Your registered email address will be passed on to this member but you may also include alternative contact details.

Note: Emails sent via the website are not entirely private. A copy of every email is held on the database and this can be accessed by certain club administrators using the Sent Emails page.

From

Alternative contact email

Another email address which the recipient can use to contact you.

Alternative contact details

Other contact details which the recipient can use to contact you e.g. phone number.

Subject

Message

Copy this message to my email address

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Regular

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Title

Description

Requested Membership Subscriptions

One or more of the requested Membership applications require approval. You will be emailed if your request has been approved and, at that point, you will be able to view and accept or reject the membership offer and proceed with payment. will be emailed once the request has been approved and, at that point, they will be able to view and accept or reject the membership offer and proceed with payment.

Subscriptions have been automatically approved and have been added to your basket. Please now proceed there to make payment.

Pay for Subscriptions

Reference	Name	Category	Costs
			Joining Fee Cost /	View Manage

Group Subscriptions

- :

You have requested one or more group membership subscriptions. You should now use the register buttons below to add additional members into the available slots.

No.	Membership
	One of:

Next Steps

GoCardless Direct Debit —

scheduled to be collected automatically by GoCardless. There is no need to record manually unless the GoCardless notification has been missed.

If you do record it: entering the GoCardless payment reference (e.g. PM...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Stripe —

scheduled to be collected automatically by Stripe. There is no need to record manually unless the Stripe notification has been missed.

If you do record it: entering the Stripe charge reference (e.g. ch_...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Scheduled Electronic Payment

scheduled to be collected automatically by . There is no need to record manually unless the provider's notification has been missed. If you mark it as paid and the automatic collection also succeeds, the payment may be recorded twice.

GoCardless Direct Debit Stripe — RE: : GoCardless Direct DebitsStripe paymentsPayments via are normally recorded automatically. There is no need to record manually unless has been missed. Please enter the exact payment reference where possible. Payments with different references must be recorded separately.

Payee

Paying User

Payment Date

Payment Method

Amount

Refunds may be recorded using negative amounts.

Payment Reference

Notes

Allocation to Due Payments

Select the due payments that are covered by this received payment.

Unallocated Amount

	ID	Purchaser	Purchase	Amount	Due Date	Allocated Amount
— scheduled for automatic collection
						£

No due payments.

Applied Discounts

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Error:

Subscription is .

Confirmed payments
Already recorded
To be recorded

Payment subscription(s):

— inactive

All payments are recorded, but the subscription is no longer active and at least one payment subscription is still marked active. Click Proceed to deactivate it and cancel any future due payments.

All confirmed payments are already recorded.

Payment on is for .

This amount doesn't match the sum of the payment subscriptions. Please enter how the amount should be distributed:

Payment Subscription	Suggested	Actual Amount

Total entered

Enter 0 for any subscription whose payment has not been collected — it will be marked inactive.

Actions performed:

No payments required recording.

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