PBL Data Protection Procedures
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All members need to sign the data protection agreement form
Penya Blaugrana London fully complies with the UK Data Protection Act.
The Data Protection Act 1998 entered into force on 1 March 2000, with most of its provisions being effective from 24 October 2001. The purpose of the Act is to protect the rights and privacy of individuals, and to ensure that data about them are not processed without their knowledge and consent wherever possible.
There are 8 principles that must be fulfilled to ensure compliance with the Data Protection Act.
- Processing personal data fairly and lawfully
- Personal data shall be obtained only for one or more specified purposes
- The amount of personal data held will be adequate, relevant and not excessive
- Personal data shall be kept accurate and up to date
- Personal data shall not be kept for longer than necessary
- The rights of individuals
- Personal details are secured, protected from accidental loss, and accessible only by authorised individuals
- No unauthorised transfer of personal data to third parties
Penya Blaugrana London fully complies with all 8 principles, as explained below.
1. Personal data shall be processed fairly and lawfully
Penya Blaugrana London needs to collect and store personal data from its members in order to fulfil its obligations.
Penya Blaugrana London will store all member personal details electronically in a membership database. This database is securely encrypted and password protected, and only accessible to authorised board members. Membership application forms and other documents will be kept in a file system that will be kept secure on a best effort basis. Some of these documents might be scanned and stored securely in encrypted storage, and only accessible to authorised board members.
Penya Blaugrana London will neither transfer nor share member personal details with any third parties, with exception of FC Barcelona. Penya Blaugrana London will transfer to FC Barcelona the minimum information required to comply with official penya regulations, currently name, surname, date of birth, email, and identity card/passport number. FC Barcelona fully complies with the Spanish Data Protection Act laws.
2. Personal data shall be obtained only for one or more specified purposes
Penya Blaugrana London will only collect the minimum data necessary to achieve the following goals:
- Identify its members (name, surname, date of birth)
- Contact its members (email, phone number, address, Facebook name)
- Analyse the composition of the association (gender and nationality)
- Fulfil FC Barcelona requirements (name, surname, date of birth, email and identity card/passport number)
Identity card and password number is only requested to comply with FC Barcelona regulations, and will not be stored in our membership database.
3. The amount of personal data held will be adequate, relevant and not excessive
Penya Blaugrana London will only request and store the minimum personal details that is required to fulfil its goals, as per principle 2.
4. Personal data shall be accurate and up to date
All members have the obligation to provide accurate personal details when joining the association. When their personal details change, members have the statutory obligation to notify the association so that their records are kept up to date.
Penya Blaugrana London will always attempt to maintain an accurate and up to date membership database on a best effort basis.
5. Personal data shall not be kept for longer than necessary
Penya Blaugrana London will remove from the membership database the personal details of individuals within 1 year after they cease to be members of the association. Any individual departing from the association can request its immediate removal from the database by written request to the secretary.
Penya Blaugrana London will keep the paper membership application form and any other relevant paper documentation for up to 3 years after the individual has ceased membership (this includes scanned versions securely stored). Any individual ceasing its membership from the association can request the immediate secure disposal of these forms by providing a written request to the secretary. It is reasonable to request, however, that the individual must first acknowledge their membership period of time, and previous agreement with Penya Blaugrana London statutes and data protection procedures.
6. The right of individuals
All individuals have the right to access a copy of all their personal details held by Penya Blaugrana London.
All members have the right to request amendments to their personal details so that they are accurate and up to date (see principle 4).
All individuals have the right to request the complete removal of their personal details once they have terminated membership of the association (see principle 5). Membership of the association, however, implies agreement with the Data Protection Act procedures of Penya Blaugrana London and maintaining all required personal details accurate and up to date.
All members have the right to request stop receiving Penya Blaugrana London notifications. Penya Blaugrana London reserves the right to send notifications by email or post to members that have not objected. All notifications will be related to penya activities, administration issues, membership benefits or penya promotions. No other notification or marketing promotions will be sent.
7. Personal details are secured, protected from accidental loss, and accessible only by authorised individuals
Penya Blaugrana London takes the security of our member personal information very seriously.
Personal details are stored electronically in Wuala, a secure cloud storage. All files are encrypted using industry standard techniques, and additionally the membership database is also password protected. The board reserves the right to change the technology used to store the membership database as long as it meets the above criteria.
Only authorised board members will be able to access member personal details. These authorised members are required to sign a form to acknowledge their understanding of Penya Blaugrana London data protection procedures, and agree to handle personal information securely and with care to the best of their abilities.
Penya Blaugrana London will keep the paper version of the membership application forms and any other relevant paper forms in a file system. Effort will be made to ensure these paper forms are kept secure.
8. No unauthorised transfer of personal data to third parties
Penya Blaugrana London will transfer some personal details to FC Barcelona to comply with official penya regulations. These are the personal details that are currently required by FC Barcelona: name, surname, date of birth, email and identity card/passport number.
FC Barcelona is fully compliant with the Spanish Data Protection Laws that ensure the data will be stored and protected in a secure manner. FC Barcelona will not disclose member details to third parties. This personal data will be accessed only by authorised FC Barcelona personnel. Authorised Penya Blaugrana Board members will also be able to access this information securely.
Personal details will not be transferred to any other third party.
Data Protection Act 1998: http://www.legislation.gov.uk/ukpga/1998/29
Data Protection Act Guide: http://www.ico.gov.uk/for_organisations/data_protection/the_guide.aspx