Data Protection (GDPR)

RoSPA Advanced Drivers and Riders Thames Valley Group Privacy Policy

Last updated: 01 February 2021

This policy is set by the RoSPA Advanced Drivers and Riders Thames Valley Group Committee and will be reviewed annually, or when a need arises, whichever is sooner. Updates will be published on the RoSPA Advanced Drivers and Riders Thames Valley Group website. 

Our contact details 

Name: RoSPA Advanced Drivers and Riders Thames Valley Group

E-mail: secretary@roadartvg.org.uk 

The type of personal information we collect 

We currently collect and process the following information:

  • Personal identifiers and contact details – for example full name, postal address, email address;
  • Membership type and related characteristics – for example, age if applying for Under 26 membership;
  • Information necessary to administer and deliver our services – for example, availability for training, information about your driving and riding and aspects you would like help with, event bookings, and information we need to respond to your enquiries;
  • Technical information automatically collected during use of webpages and online services – see Cookies Policy;
  • Any other information you choose to share or publish – for example, comments on an online message board.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Joining and administering your membership;
  • Undertaking or delivering training;
  • Receiving advice and responses to enquiries;
  • Participating in events and other group activities;
  • Staying informed of our news, events and services.

We also process the following information which is not provided by you directly:

  • Information created as part of using or delivering our services – for example, Tutors need to make notes about your driving or riding in order to provide you with feedback and relevant training;
  • Technical information automatically collected during use of webpages and online services – see Cookies Policy.

We use the information that you have given us in order to:

  • Administer memberships, including processing membership fees;
  • Arrange and enable participation in events and other group activities;
  • Plan and coordinate our services;
  • Provide relevant training, advice and responses to your enquiries;
  • Keep you informed of RoSPA Advanced Drivers and Riders Thames Valley Group news, events and services;
  • Follow guidance of, and comply with, governmental and regulatory bodies.

We may share this information with 

  • Other organisations who provide services to us – for example, suppliers of hosting and storage, printing, IT software and tools that we use for administration and communication purposes, and maintenance and support of these;
  • Organisations involved in delivering events and other group activities.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 

  • We have a legitimate interest; 
  • We have a legal obligation – for example, to meet HMRC requirements;
  • Your consent for optional services and benefits – such as being on our Mailing List or social media or contributing content to our publications. With the exception of publication content, you are able to remove your consent at any time. You can do this by contacting secretary@roadartvg.org.uk

A note on test scores and feedback:

Please note that it is not mandatory for Associates to inform their Tutor or Training Officer of their test scores or feedback. However Associates are invited to do so in order to inform their own training and enable us to monitor how the group is performing overall. Associates can also provide their test scores for publication in the newsletter if they wish. 

How we store your personal information 

The services of RoSPA Advanced Drivers and Riders Thames Valley Group are delivered and administered by volunteers (Committee Members and Tutors). 

We always aim to keep information storage, access and handling to a minimum and a ‘need to know’ basis. For example, the Membership Secretary does not have ongoing access to details of your training but may be provided with some specific details if necessary to respond to an enquiry from you or complete a specific administrative task. 

As a voluntary organisation without an office, our processing involves a combination of third party online tools, storage and email accounts, and some use of volunteers’ own equipment, such as mobile phones, notebooks, and computers and printers at home. 

The main third party online tools that we use for central administration are:

The main third party online tools that we use to provide optional services and benefits are:

Further information about third party services and their policies can be found on their websites.

All volunteers are briefed on the Group’s Privacy Policy at induction and annually. They are asked to handle only the minimum information they need to fulfil their role, and protect all information they handle from unauthorised access, for example by password protecting information that they store digitally. 

We keep information for the following periods, after which we will dispose of it by deleting digital records and destroying paper records:

  • Membership information, training status and other information necessary to administer and deliver our services – no longer than 12 months after membership expiry; or legal obligation fulfilled, whichever is the latter;
  • Technical information automatically collected during use of webpages and online services – see Cookies Policy;
  • Any other information you choose to share or publish –will remain shared or published as per the policy and options of the channel or publication, and the choices that you make on these, and so could be held indefinitely. For example, some social media channels will provide self-service options to edit or delete information you have shared. However, due to its nature, printed content such as items in newsletters cannot be deleted once published. Please ensure you are satisfied with the policy and options available before sharing via any given channel or publication.   

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information. 

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. 

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. 

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at secretary@roadartvg.org.uk if you have any questions or wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at secretary@roadartvg.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:            

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk