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Data Protection Policy

We process members' personal data in accordance with the Data Protection Act. It requires us to take care of the information you give us and use it for specific purposes only. We will use the e-mail address that you supply to send our Newsletter, campaigning and membership information to you. And, when applying for membership, we will respond to the form with an e-mail confirming your details, and also remind you by e-mail what details we hold from time to time. If you would prefer us not to send this by e-mail, please use the postal form when applying for membership.

Below is our data protection policy.

• Background to the Policy
• The Policy
• See also: Website data protection and privacy statement

Background

(This section does not form part of the Policy, but provides background information to the Policy.)

The Data Protection Act 1998 requires (very briefly, and omitting what does not concern us) that:

1. Personal data shall be processed fairly and lawfully and, in particular, shall not be processed unless ... consent is given.
2. Personal data shall be obtained only for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that purpose or those purposes.
3. Personal data shall be adequate, relevant and not excessive in relation to its purpose.
4. Personal data shall be accurate and ... kept up to date.
5. Personal data ... shall not be kept for longer than is necessary.
6. Personal data shall be processed in accordance with people's rights. (Among these are controls on direct marketing, and this explicitly includes soliciting members to lobby councillors for example).
7. Appropriate ... measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data.
8. Personal data shall not be transferred to a country ... outside the European Economic Area (with certain exceptions).

As a voluntary group, the Data Protection Act does not require Cambridge Cycling Campaign to register with the Information Commissioner. However, we are required to abide by the provisions of the Act.

Therefore, on May 13th, 2002 the Committee of Cambridge Cycling Campaign resolved as follows:

The Campaign's Data Protection Policy

1. Purposes. Personal data supplied by members will be obtained, stored and processed only for the purposes of (a) maintaining members' membership (for example in respect of delivering information about the Campaign's activities, soliciting membership renewals, communicating with their banks regarding financial transactions with the campaign), and (b) furthering the stated Aims of the Campaign (for example by individually soliciting members to lobby councillors, or complete questionnaires).
2. Consent And Rights. Personal data is supplied by members on their membership forms, which offer the member the opportunity for the data not to be stored (and therefore to receive no further communication from the Campaign). Members will also be separately offered the opportunity to opt out of processing of Personal data for purpose (i)(b).
3. Accuracy And Longevity. Committee members will take reasonable steps to keep Personal data up to date and make corrections in a timely fashion. Personal data will not be stored more than five years after a member fails to renew their membership, and will be deleted at any time at their request. (In either case, data will not necessarily be deleted immediately from backups until they are destroyed as part of a normal backup procedure).
4. Access. Only Committee members and the Secretary will normally have access to members' personal data. Only the Membership Secretary, Secretary and Treasurer will have access to members' bank account details. Committee members undertake to take reasonable steps to keep this data secure. Personal data may be made temporarily accessible by Committee members from time to time to people who are not Committee members where those people are assisting the Committee in a specific data processing task permitted by the above Purposes, but such people must first be made aware of and agree to their obligation not to use the data for other purposes and not to store it. Committee members undertake not to retain personal data upon leaving the Committee.
5. Storage. Computerised data will not be stored on publicly accessible computers except where a password is required to gain access. Committee members undertake to keep passwords confidential. Personal data will not be stored outside European Economic Area countries. Original data from membership forms will be retained as a backup, and at least one copy of the data will be made electronically for backup purposes.