This policy applies to the work of the LAND ROVER REGISTER 1948-1953 (The Register).
This policy details how personal data will be stored and managed in line with data protection principles and the General Data Protection Regulation (GDPR).
The policy is reviewed on an on going basis by the Register Committee to ensure that the Register is compliant under the regulations.
The Register has determined that the lawful basis for holding and processing data on personal members is ‘Legitimate Interest’ for the purpose of administrating of the Register.
The Register Committee is the Data Controller with the contact being the current General Secretary. Full details are available via the Register newsletter (Full Grille), and the website.
The forms used to request personal information will contain a privacy notice (detailed in this document) informing members as to why the information is being requested and what the information will be used for.
The Register Committee will seek to ensure that personal member information is not used inappropriately, and to this end will appoint a Data Processor. This will be the current Membership Officer.
Appropriate use of information provided by members will include: Communication with members about the Register events and activities. Sending members the Register Members News Letter (Full Grille). This will be done via a printer who is a third party Data Processor, with whom the Register has entered an agreement. Communication with members about their membership, and any specific issues associated with their membership of the Register.
The Register may publish a register of vehicles. This may contain an individual’s name but not any address information. Such vehicle details may remain available for the lifetime of the Register.
Members will be asked to provide information that is relevant for membership purposes which is not limited to but will include will include: Name. Postal address. Email address. Telephone number. Vehicle details. The Register has a responsibility to ensure members information is kept up to date. Members will be asked to let the Register know if any of their information changes.
The Register Committee is responsible for ensuring that the Register remains compliant with data protection requirements, and shall ensure that new members joining the Register Committee receive an induction into how data protection is managed within the Register.
The Register Committee will review what data is held, data protection, and who has access to information on a regular basis. The Register Committee has assessed that the address data held on members is readily available from many sources, and that therefore the harm that could be caused to any individual by loss or theft of the data held by the Register is insignificant.
The Register Committee has a responsibility to ensure that the data is both securely held and processed. In this consideration the following will apply: Only grant access of personal data of members to those on the Council who need to communicate with members. Using password protection on electronic devices that contain or access personal information.
The Register has a legitimate interest in using the personal data you give to the Register on this form for the purpose of communicating with you on matters relating to the Register, and to pass to the distributor of the Register News Letter to facilitate its delivery to your home address.
The Register is a member of the Federation of British Historic Vehicle Clubs, no individual information is passed to The FBHVC unless an individual has a role in supporting the activities of the FBHVC and there is individual agreement. The Register is also a member of the Association of Land Rover Clubs Ltd (ALRC) and each Register member is an individual member of the ALRC. The ALRC must gather individual address data for membership purposes under the Companies Act 2006. (Under this Act it is a requirement that the name and address of a former member is retained for ten years after they cease to be a member). The Register has an agreement with the ALRC that your personal data will not be transferred to any other person or organisation, and will be deleted from the records in line with the Companies Act 2006. You have the right to request from the Register access to and rectification of your personal data. If you feel that your personal data has been misused you have the right to complain to the Information Commissioners Office.
The Land Rover Register 1948 -1953 can be contacted by post addressed:
The Coach House,
Cliff Hall Lane,