Club Policies and Procedures

Club Constitution & Club Rules

Constitution and Club Rules

  The Club shall be known as West Monmouthshire Golf Club herein referred to as The Club.

1. Purpose

The purpose of The Club is to:-

• Promote and provide facilities for the participation of the whole community in the game of golf.

(b) Carry on as a members’ golf club and to provide all necessary property, buildings, equipment,  fixtures, fittings and services customarily provided for members of a golf club.

(c) Promote and teach the game of golf and its enjoyment in accordance with the Rules and Etiquette of Golf as laid down by the Royal and Ancient Golf Club of St Andrews.

(d) Generate income from subscriptions, entrance fees, loans, bar and catering facilities, visitors and from other sources.

The Club will operate on a strictly not for profit basis and any surplus or profits are to be reinvested in the Club. Under no circumstances are any assets or profits to be redistributed to members or any third party. In the event of dissolution any remaining assets shall be given or transferred to another registered CASC, registered charity or the sport’s governing body for use by them in related community sports.

2. Governance

The Club undertakes to adhere to all its legal responsibilities as laid out in UK Statutory Laws and follow all guidance recommended by Golf Union Wales.

These responsibilities encompass members, visitors and employees.

3. Club Rules

The Management Board has full authority to make, alter and publish Club Rules on matters falling within its responsibility for the purpose of the management of The Club, provided always that such Rules do not seek to materially change or conflict with the Constitution.

4. Members bound by the Constitution

Every member of The Club shall be deemed to be familiar with and shall be bound by the Constitution.

5. Membership

Membership shall be open to the whole community without discrimination.

(a) Membership Categories

• Lady members- that is lady playing members who shall be entitled to all privileges of membership.

• Full Member- that is playing members who shall be entitled to all privileges of membership.

• Junior Members- that is playing members who are under the age of 18 years on the first of October of the year in question, having the privileges of membership except the right to vote at General Meetings or to be nominated as officers or members of any committee. Juniors aged 12 years and under may become members without paying a fee as long as they are proposed and accompanied on the course by a member as parent or grandparent.

• Student Members- that is playing members who are not gainfully employed and are in full time education, having the privileges of membership except the right to vote.

• Country Members- that is bona fide playing members of other recognised golf clubs who reside outside a 15 mile radius of West Mon Golf Club, having the privileges of membership except the right to vote at General Meeting or to be nominated as club officers or Members of the Board or to enter any official club golfing competitions. Membership to cease automatically on ceasing membership of the parent club.

• Honorary Members- the Board shall have the power to allow membership without fee or subscription, for any golfer who has rendered significant service to the club, provided that an interval of at least 2 days have elapsed between election and admission to the privileges of membership.

• Life Members- that is members who have contracted a life subscription and shall be entitled to all the privileges of membership.

• All visitors, members’ guests and competitors in Opens, club matches, national or regional competitions, including any officials, shall be classified as temporary members for the duration of their stay and as such shall abide by all Club Rules.

(b) Election to Membership

Each candidate for election as a playing member of The Club shall complete an application for membership in the form required by The Club and their election shall be decided by the Secretary, in consultation with Board Members. A candidate shall only be refused membership for a good and sufficient cause, such as conduct or character likely to bring The Club or sport into disrepute.

A candidate refused membership may appeal in writing to the Board within 7 days of receiving a notice of refusal from the Club.

On election, a member shall pay the subscription and any other amounts due and shall be provided with a copy of The Club Constitution including Club Rules. No member shall enjoy any of the benefits or privileges of membership until payment has been made.

(c) Resignation of Membership

Notice of resignation by a member shall be given in writing to the Secretary. Following resignation, the ex-member shall continue to be liable for any annual subscriptions and other amounts due and unpaid at the date of resignation.

Should a member wish to re-join, they shall pay the full year’s subscription, regardless of the date they re-join.

(d) Disciplinary Action

Any member alleged to have acted in a manner deemed to be against the best interest of the game of golf and/or the good conduct and interests of the Club may be called to attend a Disciplinary Committee consisting of the Chairman, Captain, and two members of the Board.

The Member invited to such a meeting must be given seven days clear notice of the meeting and informed by written notice of the reason(s) for the meeting. Any decision of the Disciplinary Committee must be ratified by the Board who will decide on the level of sanctions, if any, to be administered. They, by two thirds majority, shall have the power to issue written or verbal warnings as to the member’s conduct and behaviour or terminate or suspend membership.

 Written notice of the decision of the Board shall be given to the person concerned.

Appeals against the decision may be given in writing to the Secretary within seven days of the date of the notification of the decision. The appeal will be considered at a meeting of the Board and the Member may attend.

6. Subscriptions

The level of subscriptions and fees shall be decided by the Annual General Meeting .

The Club year shall be from 1st October to the 30th September with all subscriptions being due and payable on the 1st October. The subscription for any member unpaid by 15th November shall be increased by 10%.

Any member who has not paid their subscription or any other outstanding amounts by 1st December, in the new subscription year, shall cease to be a member of The Club and will only be reinstated at the discretion of the Board upon full payment of all arrears.

Any member whose subscription or any other amount due is in arrears shall not be eligible to use any of the Club facilities or vote at any meeting.

7. The Management Board

The management of of the club shall be vested in the Management Board.

The Management Board responsibilities are to:

• Establish the vision, values and long-term strategy for the club for a 3-5 year period

• Draft a business/operational plan for the next 12 months,

• Monitor progress annually (at least) against agreed goals and objectives

• Review the vision and core values at least every three years

• Monitor performance, financial expenditure, risk and resource allocation against the business/ operational plan at least quarterly

• Ensure financial solvency and integrity through robust controls and policies and personal integrity and ensuring the borrowings do not exceed a certain percentage of the assets of the club

• Appoint and support members of staff

• Oversee management of the golf course

• Manage risk and help identify new opportunities for the club

• Develop and oversee high level policies

• To have a duty of care to children and young people at the club by ensuring the club has robust safeguarding policies and procedures in place
• Ensure that the club has disciplinary procedures in place that are in line with that of its national governing body

• Build effective relationships with external partners as required by the club

• Undertake training as appropriate and participate in an annual evaluation process and individual evaluation

• Attend events and meetings as appropriate and act as hosts to partners, sponsors and other stakeholders as required

(a)  Composition of Management Board

The Management Board shall comprise:

• The Chairman
• The Finance Officer
• The Secretary
• Course manager
• Communications and Marketing Officer
• Handicap and Competition Officer
• Captain
• President

In addition to the above the Board may co-opt up to 4 Members.

A brief description of roles and responsibilities of the officers is listed below and a fuller description may be found in the appendices to this constitution.

The President and Captain sit on the Board as advisors but have no voting rights.

A general job description for each officer mentioned below may also be found in the appendices to this constitution

(b) Chairman

The Chairman will be elected for a two year term and provide leadership and direction to the Management Committee enabling it to fulfil its responsibilities in providing sound governance and strategic direction for the club.

The Chairman will not have a casting vote.

He/she will receive an honorarium which must be ratified at an General Meeting.

(c) The Secretary

The Secretary is a full member of the Board and is responsible for arranging and fully supporting Board meetings and actioning any decisions made. In conjunction with the Finance Officer he/she is responsible for the day to day running of the golf club.

The Secretary will serve for a term of two years and is entitled to an honorarium agreed at the Annual General Meeting.

(d) Finance Officer

The Finance Officer is a full member of the Board and is responsible for  providing a full range of financial support services to the Board. Along with the Secretary he/she is responsible for the day to day running of the golf club.

He/she will serve for a term of two years and is entitled to an honorarium agreed at an Annual General Meeting.

(e) Competition and Handicap Officer

The Competition and Handicap Officer is a full member of the Board and  he/she will be  responsible for delivering the Club’s strategy in respect of providing club competitions and the administration the World Handicap Scheme.He /she will work with the Match Captain to fulfil the Club commitments to external matches and competitions.

He/she will serve for a term of two years and is entitled to an honorarium agreed at the Annual General Meeting.

(f) Communications and Marketing Officer

The Communications and Marketing Officer is a full member of the Board and is responsible for managing the Club’s IT system and developing and implementing

effective lines of communication with Club Members, external groups/organisations and individuals.

He/she will serve for a term of two years and is entitled to an honorarium agreed at the Annual General Meeting.

(g) Club Captain

The Captain is the titular head of the Golf Club and the official representative of the members. The Captain will take the lead on golfing and social matters and represent the members internally and externally particularly with the Board.

The Captain is entitled to attend Board meetings in a scrutiny capacity but does not have a vote.

The Captain shall be elected for a period of one year by a simple majority of members at an Annual General Meeting. He/she shall retire automatically at the end of this period but shall be eligible for re-election. He/she is entitled to an honorarium agreed at the Annual General Meeting.

(h) Club President

The President will act as an ambassador for the club and its members at appropriate events, meetings or functions. He\she will build positive relationships with club members, understanding their diverse needs and uniting their voices.

The President is entitled to attend Board meetings in a scrutiny capacity but does not have a vote.

The President shall be elected for a period of five years by a simple majority of members at an Annual General Meeting. He/she shall retire automatically at the end of this period but shall be eligible for re-election. The President is entitled to an honorarium agreed at the Annual General Meeting.

(i) Course Manager

The Course Manager is a full voting member of the Board and shall be responsible for producing and implementing a work plan to manage the the golf course and clubhouse grounds as agreed in discussion with the Management Board and Head Greenkeeper.

The post will run for a period of two years and he/she  will receive and honorarium which would be ratified at an Annual General Meeting.

(j) Co-opted Board Members

The Management Board may co-opt up to four full members on to the Board. They will serve for a period of up to 12 months, their period in office always ceasing at the next Annual General Meeting. Co-opted members are full members of the Club and they would normally be appointed where specialist input is required or where an outside view of the Board could be useful in guiding Board decisions. They would not be a voting member of the Board.

(k) Trustees

There shall be a minimum of two and a maximum of four Trustees, each of whom shall be a member of The Club of at least five years’ standing and full voting members and who shall be appointed from time to time as necessary by a simple majority of the members present and eligible to vote at a General Meeting.

A Trustee shall hold office for a maximum period of ten years without re-appointment but shall have the option to retire at any time. The removal of a Trustee from office shall require a simple majority of the members present and eligible to vote at a General Meeting.

All property of The Club, including land and investments, shall be held by Trustees on trust for the use and benefit of The Club. The Trustees shall deal with the freehold property of The Club in accordance with resolutions passed at General Meetings of The Club. The Trustees shall have the authority to sell, lease, mortgage or pledge any Club property held by them as Trustees for the purpose of raising or borrowing money for the benefit of The Club. They shall act with regard to any property so held by them only in accordance with the instructions of the Management Board.

The Club shall be responsible for all costs and liabilities of the Trustees properly incurred in their capacity as Trustees and shall indemnify them in respect of the costs of any legal or similar action brought against them.

(l) Absence

Any member of the Management Board who is absent from any three out of twelve meeting shall forfeit his/her position. He/she shall not be eligible to serve for a further three years.

Exceptions to this rule as resolved by the Management Board shall be apologies for illness, holidays out of the area, work commitments and Club business.

(m) Meetings

The Secretary will give three days notice of Board Meetings, stating the business to be considered at the meeting.

The Board shall meet at least ten times per annum at such a time and place as the Board shall resolve or as the Chairman shall appoint.

Four members of the Management Board shall form a quorum. Decisions shall be by a simple majority of those present and voting. The Chairman of the Management Board shall have only one vote and shall not have a casting vote.

Special Meetings of the Board shall be called by the Secretary at the request of two Board members.

As soon as possible at the beginning of the meeting a Board member must declare to the Chairman any interests in the matter to be discussed and if the interests confirmed, abide by Chairman’s ruling.

A motion cannot be moved to rescind or alter any resolution passed within the proceeding two months, unless the mover asks leave of the Board to propose such a request for leave.

If any member persistently disregards the ruling of the Chairman or intentionally obstructs Management Board business, the Chairman or any other member can move that the member be silent. If the motion is recorded it must be put to vote without further discussion.

Voting on motions to be by show of hand.

(n) Election of Management Board

 The members of the Management Board shall be elected at the Annual General Meeting and shall serve for a term of two years and shall be eligible for re-election.

Any member standing for election to the Management Board shall be proposed and seconded in writing by two full playing members. Such nomination to be lodged with the Secretary at least ten days prior to the date of the Annual General Meeting and displayed on The Club noticeboard.

In the event of a contested election, voting shall take place by show of hands. If two or more candidates obtain an equal number of votes for the last place or places, a further ballot shall be held for those candidates.

(o) Removal of Board Members

Procedure for the removal of Officers /Board Members from their positions, but not prejudicing any other rules, must be by Special General Meeting of which two thirds majority must be in favour of expulsion.

8. Independent Accountant

An Independent Accountant (or firm of Accountants) shall be appointed, as auditor, at the Annual General Meeting.

The Club shall be responsible for all costs and liabilities incurred by the Officers and Management Committee members in the execution of their roles within The Club and shall indemnify them in respect of the costs of any legal or similar action brought against them.

9. Annual General Meetings (AGM)

An Annual General Meeting of The Club shall be held in the month of November each year. All other General Meetings shall be Extraordinary General Meetings.

Notice of the AGM shall be posted on the Club notice board no less than twenty one days before the date of the meeting.

A copy of any motion for the consideration of the AGM, signed by the proposer and the seconder or, in the case of a Management Board motion, signed by the Chairman, shall be delivered to the Secretary not less than ten days before the meeting.

 Any amendments of the motions for consideration at the AGM shall be sent in writing, signed by both the proposer and the seconder, to the Secretary within no less than 7 days prior to the date of the AGM.

The Chairman or their nominee shall lead any of the General Meetings. Fifteen full voting members shall form a quorum. Discussion shall be confined to the business stated in the notice of the meeting and no new motions for voting shall be accepted.

The Chairman of the Management Board shall deliver to the Meeting an annual report concerning policies and plans of the Committee and the Finance Officer shall present to the meeting the financial accounts for the most recent financial year. The Club Chairman shall deliver a brief report of the Board activities over the preceding year, high-lighting important events. Additionally, there shall be a report provided by the Independent Accountant.

A notice indicating the number of Officers and Board Members to be elected and the term for which the election is to be made shall be exhibited in the Club House at least ten days prior to the date of the Annual Meeting.

Nominations in writing, signed by two full members as Proposer and Seconder respectively shall be in the hands of the Secretary ten days prior to the meeting to allow posting of the agenda.

If insufficient members are nominated to fill existing vacancies, the members validly nominated shall be declared elected and verbal nominations for any vacancies shall be received at the Annual Meeting.

In the event of any matter arising relating to the affairs of The Club which requires urgent attention an Extraordinary General Meeting shall be called by the Management Board or in writing submitted to the Management Board signed by at least twenty full voting members The notice shall include the purpose of the meeting and the business to be discussed. The Management Committee shall hold the meeting within six weeks of the date of receiving such notice.

10. Changes to Constitution

Any alteration or repeal of any part of the Constitution shall require a simple majority of the members present and eligible to vote at an Annual General Meeting (AGM) or an Extraordinary General Meeting (EGM). In the event of a tied vote, the motion shall not be carried.

11. Personal Responsibility

Neither The Club nor its committees will be responsible for the loss or damage to property belonging to members or visitors while on the Club’s premises, nor will they in any way be held responsible for personal injury suffered by players on the course, or damage or injury caused by players on or off the course. All players are therefore strongly advised to arrange their own insurance against such risks.

12. Members’ Guests

Playing members may invite up to three guests at a preferential green fee; any individual guest may only avail of this discount on five occasions, subject to prior notification on The Club booking system. Members are responsible for the behaviour of invited guests and are also responsible for ensuring that guests are registered as visitors and that the appropriate fees are paid.

Appendix 1

Chairman’s responsibilities

• To provide leadership and direction to the Management Committee enabling it to fulfil its responsibilities in providing sound governance and strategic direction for the club

• Ensure the club pursues its core purpose as set out in the constitution as well as meeting the club’s Bye Laws and relevant legislation/regulations

• Lead the formulation of club strategic plans and put in place regular reviews of the long-term strategic goals

• Chair and facilitate meetings ensuring that they are properly convened with due notice and are quorate and there is open discussion.

• Monitoring decisions taken at meetings and ensure they are implemented

• Liaising regularly with the Treasurer to maintain a clear grasp of the club’s financial position

• Lead the development of club values and ensure they are embedded in the organisation

• Maintain careful oversight of any risk to reputation and/or financial standing of the club

Appendix 2

Secretary’s Responsibilities

• Ensure meetings are managed according to the requirements set out in the club rules

• Keep a record of meetings and disseminate relevant information

• Ensure the club adheres to relevant regulations and laws and complies with Companies House and/or Charity Commission requirements where the club is incorporated

• Deal with club correspondence

• Monitor and record the result of club elections and votes

• Ensure meeting information, both Management Board and General Meetings, is issued in a timely manner and according to the requirements set out in the club rules

• Keep records of meetings and disseminate notes or minutes to Members and stakeholders according to club policy.

• Be the named contact for all license applications and related external bodies

• Ensure the club adheres to relevant regulation including the submission of annual accounts as required under the Companies Act (2006) and Charities Act (2011) (where appropriate)

• Maintain regular communication with members, keeping them up to date on decisions, events and activities

• Maintain timely communication with external bodies and partners

• Deal with human resource issues.

Appendix 3

Finance Officer’s Responsibilities

• Be responsible for the financial supervision of the club

• Operate as the chief financial management officer

•  Set annual budgets for the club with the Chairman for approval by the Management Board

• Set and oversee financial systems and controls

• Set finance controls and systems to ensure efficient and transparent management of club resources.

• Review the financial controls and systems on a regular basis to ensure they are robust and to encourage continuous improvement

• Assess the financial implications of significant spend including capital expenditure and new employment positions within the club

• Prepare 3-year cash flows to incorporate into the strategic plan

• Support audit processes

• Monthly financial reports – present at monthly Management Committee meetings

• Act as signatory on the club account

• Provide advice to the Management Board in their management of the club finances

Appendix 4

Communication and Marketing Officer’s Responsibilities

      To implement the Club’s communications plan and marketing strategy.

•     To coordinate the day-to-day running of the Club’s website, including all the

       website’s tools.

• To assist with the development of engaging and creative social media content –  including both the design and copy.

• Create copy and produce materials, delivering this information to specific, targeted audiences, using the most appropriate channels.

• Create engaging and up-to-date digital media content across all social media channels, including web content, Twitter and Facebook.

• Design reports, presentations and stationary templates as required .

• Create regular newsletters and e-bulletins, circulating these to key stakeholders to support engagement.

• Develop effective relationships with groups and organisations

• Answer and respond appropriately to calls about the service, collaborating with the team to give signposting support via phone and email.

Appendix 5

The Captain’s Duties

• Maintain the integrity, standards and ethics of the club and of the game of golf

• Build positive relationships with club members, understanding their diverse needs and uniting their voices

• Assist the Management Committee in understanding the needs of all sections of the membership through representation on the captain’s committee.

• To scrutinise operations of the Board.

• Be an ambassador for the club and its members at appropriate events and functions e.g. Charity functions

• In conjunction with the Club Chairman and/or the Club Secretary, when appropriate, resolve confidential or sensitive club and membership issues

• Handle correspondence and disputes as appropriate.

Appendix 6

Competition and Handicap Officer’s Responsibilities

• Delivery of the club strategy in respect of competitions and handicaps

• Ensuring equality of access to each section of the club to enjoyable, well-run competitions

• Efficiently executing a fair and consistent handicapping system

• Advising the Board on matters pertaining to competitions and handicapping

• Arrange competitions that are enjoyable, efficiently run and reflect the needs of its members.

• Prepare and maintain an annual schedule of competitions To apply the powers and obligations

• To maintain handicaps in accordance with the World Handicapping System, record all competition winners, purchase all prizes and ensure these are awarded at the Presentation Evenings.

• To ensure competitions are widely published and positively promoted To review, where necessary, the Competition Rules and Local Rules and make recommendations to the Board where appropriate.

Appendix 7

Course Manager’s Responsibilities

• Work hand in hand with the Head Greenkeeper to plan and carryout daily and long-term tasks.

• To deliver a programme of cyclic maintenance for the golf courses, in line with the       requirements of the Course Manager.

• Promote and monitor the Club’s policies on health and safety and ensure that all duties     performed are carried out with full regard to the safety of members, visitors and other employees. Work within the health and safety guidelines at all times: COSHH; Risk Assessment and SOP.

•Ensure the correct procedures are followed regarding the use of all machinery, fertilisers   and chemicals

• Communicating information to staff, management and golfers.

• Allocating work and supervising the greenkeeping staff.
• Training of staff and keeping training records up to date.

• Assist in keeping suitable material and equipment records as required.SI• Assist the Head Greenkeeper with annual budgets and works programmes.

• Work as part of a team and actively demonstrate a willingness to support and achieve the overall business objectives.

Appendix 8

Club President

• Maintain the integrity, standards and ethics of the club and of the game of golf

• Build positive relationships with club members, understanding their diverse needs and uniting their voice

• To scrutinise operations of the Board.

• Assist the Management Committee in understanding the needs of all sections of the membership through representation on the captain’s committee

• Be an ambassador for the club and its members at appropriate events and functions e.g. Charity functions

• In conjunction with the Club Chairman and/or the Club Secretary, when appropriate, resolve confidential or sensitive club and membership issues

• Handle correspondence and disputes as appropriate

General Communications

 Dear Members,

We as a Management Board, understand that members are entitled to hold opinions and under no circumstance, will we as a collective, not listen to general enquiries, ideas or constructive criticism.

We would point out that there is an established procedure in place to ensure that everyone’s points of view can be heard and acted upon as quickly and efficiently as possible;

General Communications Procedure

Your communication should be put in writing to the Club Secretary, who will ensure that it is read at the next available Board meeting (monthly) or alternatively at an emergency Board meeting if the matter requires more urgent attention.

The matter will be discussed by the Board Members and a response will be provided to the letter writer within 48 hours.

If deemed appropriate, a further meeting will be convened and the letter writer will be invited to address the Board, and a suitable date and time will be arranged for this meeting to take place.

The matter will be deemed to be concluded when all parties reach a suitable outcome.

It is important to remember that the Management Board of the Golf Club is an elected body, acting on a voluntary basis to run the club for the benefit of it’s Members.

SOCIAL MEDIA POLICY (MEMBERS)

Introduction

West Monmouthshire Golf Club realises that social media and networking websites have become a regular part of everyday life and that many people enjoy membership of such sites. However, we are also aware that these sites can become negative and care must be taken not to breach our confidentiality Policy or offend members, visitors, or suppliers, when using these services.

For the purposes of this Policy, social media is any type of interactive online media that allows parties to communicate instantly with each other or to share data in a public forum. This includes online social forums such as Twitter, Facebook and LinkedIn. Social media also covers blogs, and video-and-image-sharing websites such as YouTube and Flickr.

Members should be aware that there are many more examples of social media than can be listed here and this is a constantly changing area. Members should follow these guidelines in relation to any social media that they use.

The absence of, or lack of, explicit reference to a specific website or service does not limit the extent of the application of this Policy. Where no Policy or guidelines exist, members must use their judgment as to what is and what is not appropriate use or comment on such sites. Members should consult with the Club’s Management Board if they are uncertain.

 

Social Media Policy

Social networking and video sharing websites

When logging on to and using social networking/video sharing websites at any time, members must not:

• Conduct themselves in a way that is detrimental to the Club or brings the Club into disrepute.
• Allow their interaction on these websites or blogs to damage relationships between employees and fellow members of the Club.
• Make any derogatory, offensive, discriminatory or defamatory comments about the Club, its employees, contractors, suppliers, customers or fellow members.
• Make any comments about the Club’s employees that could constitute unlawful discrimination, harassment or bullying contrary to the Equality Act 2010.
• Disclose any trade secrets or confidential or sensitive information belonging to the Club, its employees, contractors, suppliers, customers or members or any information which could be used by one or more of the Club’s competitors, for example information about the Club’s work, its products and services, technical developments and staff morale.
• Breach copyright or any other proprietary interest belonging to the Club including the Club Logo.

Members who are discovered contravening these rules may face disciplinary action under the Club’s disciplinary procedure.

 Data Protection Policy

Introduction

So that we can provide a Golf Club and course suited to the best interests of its members and other course users, we have to collect information. This information may include details of members, guests, visitors, current, past and prospective employees and suppliers.

West Monmouthshire Golf Club is committed to the correct treatment of personal data. We fully appreciate the underlying principles of the Data Protection Act and support and adhere to its provisions. The Act uses the term “Personal Data” which essentially means any recorded information held by us and from which a living individual can be identified.

We are committed to complying with the Data Protection Act Principles which are:

1. Personal data shall be processed fairly.
2. Personal data shall only be obtained one or more specified lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purposes.
3. Personal Data must be adequate, relevant and not excessive.
4. Data is accurate and kept up to date.
5. Data is not kept longer than is necessary.
6. Data shall be processed in accordance with the individual’s rights.
7. Data will be secure.
8. Data will not be transmitted abroad without adequate protection.

We confirm we will not process data unless one or other of the following conditions apply:-

• The Data Subject has consented to the processing.
• It is necessary for the performance of a contact with the individual.
• It is required under a legal obligation.
• To protect the interest of the individual.
• It is for the purpose of carrying out public functions, including complying with legal obligations.
• It is necessary to pursue our interests and those of third parties.
• Sensitive personal data will not be processed unless one of the following pre-conditions are met:-

• The individual has consented.
• The information is required by law for employment purposes.
• It is for the protection of the individual or another person.
• It is required to be processed by operation of law.
• Individuals have the right of access to data held about them.
• If a request for information is made we will reply within 40 days, subject to any fee payable.
• We will only process data necessary

• To establish, maintain membership or support.
• To provide or administer activities for people who are members of the organisation or who regular contact with it unless it is necessary to share with people and organisations to carry out the organisation’s activity.

Only keep the information whilst the individual is a member or supporter or as long as it is necessary.