EAST MIDLAND CENTRE ACU DATA PROTECTION

East Midland Centre - ACU (referred therefore as "EMC" or "Centre") needs to gather and use certain information about the clubs affiliated to the East Midlands Clubs, including data relating to officials of the club, the elected executive committee members and its honorary members.  This information enables the Centre to carry out its duties relating to ACU business, promotion of the sport and ACU related matters.  East Midland Racing Association, a subsidiary of East Midland Centre (referred thereafter as "EMRA") will also collect data relating to members of the Association for the purpose of membership and promotion of their events.  

The policy describes how this data must be collected, handled and stored to meet the data the protection standards and to comply with the law.

Please also refer to the Privacy Policy held on the following websites:

EMC - www.motorcyclesport.org.uk

EMRA - www.eastmidlandracing.co.uk

Why this policy exists

To comply with Data Protection Law and follow good practice

  • Protects the right of the individuals
  • Is open about how it stores and processes the data 
  • Protects itself from the risks of a data breach
  • Data protection Law
  • The Data Protection Act 1998 describes how organisations must collect, handle and store personal information.
  • This applies regardless of whether the information is stored electronically on paper or other materials.

To comply, information must be collected and used fairly, stored safely and not disclosed unlawfully.

Information must not be excessive, be accurate and kept up to date and not be held for longer not necessary.  

Everyone who is involved in EMC and EMRA business has a responsibility for ensuring data is collected, stored and handled properly.  

Centre Secretary/Treasurer under the direction of the EMC Executive Committee will be responsible for controlling the data for the purpose of conducting Centre activities. 

The Treasurer will securely retain data relating to the individual executive members of the committee for the purpose of expense payments.  Access to this information is via an external application which is password protected.  Information is deleted once payments cease but is held on the external HMRC database for historical purposes. Only information and necessary data is retained relating to Suppliers, Vendors, and Customers for the purpose of issuing invoices and for other accounting requirements.  

For administrative purposes the Centre Secretary will retain data on a non-networked hard drive.  Any paper copies will be held in a secure place or destroyed.   Documents will be password protected.  

The General Secretary/Membership Secretary of EMRA will be responsible for controlling the data received in respect of EMRA events and membership.

Consent must be obtained for all data collection, storage and processing.

This is at the point of affiliation to the Centre for Clubs and election of members to the Executive Committee and held for the period of 12 months and election term respectively.   EMRA will retain information on individuals from the point of membership and retained for the membership period.  Entry forms completed by riders/promoters will be retained securely for a period of time as per the guidelines laid down by the Governing Body (Auto Cycle Union). 

Data Subject Rights 

To opt out from marketing

To object to processing

To have data rectified or removed

Right to request restriction of processing

Right to be forgotten

Subject Access Request (SAR)

Individuals have the right to request all information against them .  No charge will be levied against a SAR.    Requests must be in writing

EMC

Email: annie126@outlook.com or by post to Annie Boyle, 126 Uttoxeter Road, Hill Ridware, Nr. Rugeley, Staffordshire. WS15 3QX

EMRA

Email: markjessup@eastmidlandracing.co.uk or by post to Mark Jessup, 54 Monks Road, Binley Woods Coventry, West Midlands CV3 2B

Verification and identification will take place before information is handed over and advice from the Executive Committee, ACU Governing Body and legal advice sought if required before doing so.

Inaccuracies are to be corrected and data must be deleted upon SAR and proof provided that this has occurred.  

Right to be Forgotten (RTBF)

This request must also be in writing to

EMC 

 email: annie126@outlook.com or by post to Annie Boyle, 126 Uttoxeter Road, Hill Ridware, Nr. Rugeley, Staffordshire. WS15 3QX

EMRA

Email: markjessup@eastmidlandracing.co.uk or by post to Mark Jessup, 54 Monks Road, Binley Woods Coventry, West Midlands CV3 2B

Marketing Opt out.

The data will not be used for marketing purposes (outside the information specific to the ACU Governing Body, Centre and related matters)

25th May 2018

East Midland Centre - Tel: 07866605082 - e-Mail: annie126@outlook.com