PROBUS CLUB OF DUNMOW & DISTRICT
DATA PRIVACY NOTICE
Dated 21/01/2026
The Club holds “personal data”, relating to members, past members and other persons involved in activities associated with the club, that is to say information which relates to a living individual who can be identified from that information (including where identification is from any other information in our possession). It’s your information, it’s personal and we respect that.
We, the committee use that data to communicate with our members and we are therefore a “data controller” – that is to say, we decide how the personal data we hold is processed and for what purposes. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”) and the Club is committed to complying with the GDPR in relation to the personal data we hold. In this statement we explain how we will use your data, provide an overview of your rights and indicate where you can get further information from.
We collect your name and contact details, your profession, date of birth and photo, the name of your partner or spouse, and information relating to your participation in club activities including but not limited to lunches and trips.
The data is collected to facilitate the administration and operation of the club and its activities and does not include any information which may be classified as special category data as defined in the GDPR.
The Club collects data about its members in the course of its activities. Generally, you will have given us the data in the first place. We comply with our obligations under the GDPR by keeping personal data up to date; by storing your data securely and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data using services such as Google Docs.
We use your personal data for the lawful purpose of maintaining a register of members, administration activities and for communicating with members about news, events, activities and services relating to the Club; maintaining our own accounts and records.
Your personal data will be treated as strictly confidential and will only be shared with other members of the Club via the membership Blue Book for purposes connected with the Club and with external organisations where necessary for purposes of club activities in which you are participating.
All members are required not to share the contents of the Blue Book with other parties.
We retain all data relating to members and past members and their partners/spouse within our records until such time that we are requested to delete them or have no further legal reason to retain them. On the death of a member, their details and that of their partners or spouse are retained so we can offer ongoing support to the bereaved party. All details of the member and the partner or spouse will be deleted on the death of the partner or spouse or at such earlier time we have no further legitimate use for the data.
We also keep names and contact details of others who have requested to be added to the ‘Trips’ mailing list and retain this until we are requested to delete it or we are notified of their death.
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
The right to request a copy of your personal data which we hold about you;
The right to request that we correct any personal data if it is found to be inaccurate or out of date;
The right to request that your personal data be erased where it is no longer necessary for the Club to retain such data;
Where you have given consent to the processing, the right to withdraw that consent at any time;
The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability) (where applicable);
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request that a restriction is placed on further processing;
The right to object to the processing of personal data (where applicable);
The right to lodge a complaint with the Information Commissioner’s Office.
If we wish to use your personal data for a new purpose, not covered by this Data Privacy Notice, we will then provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
We may change this privacy notice at our discretion at any time. In that case the ‘Last updated’ date at the top of this page will also change. Any changes to this privacy notice will apply to you and your data immediately. If these changes affect how your personal data is processed, we will take reasonable steps to make sure you know.
Disclaimer
The Club initiates due diligence in dealing with prospective new members and in its negotiations and operations with third parties. The Club disclaims responsibility for breaches of confidentiality, liability for the propagation of viruses and scams, contractual claims, errors and liability for Members’ actions.
To exercise all relevant rights, queries or complaints please contact the Secretary by email at secretary@dunmowprobus.org.uk.
For more information about the GDPR or to lodge a complaint, you should contact the Information Commissioner’s Office. You can contact the Information Commissioner’s Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.