The Team Milton Keynes membership system used is hosted and system managed by myClubhouse so that the club has on-line access to members’ data files. Club members consent to their data being used by the club as part of the membership application process via the membership application system. Some members’ data is held on computer systems and paper files by individual officials and administrators with authority to use members’ data for the purpose of managing training sessions and club events
The club will only use member’s data for the purpose of operating club activities to inform members of club events, training sessions, distribute club Newsletters and for managing individual membership processes.
Club member information may be shared on the club website, social media pages or in emails sent by the club. The club will obtain consents from members for specific areas of the club operation and ensure that members' data is only used as per the consent given. This data will only be shared in the event that either they are a club volunteer, have participated in a race or challenge event or have recorded a major achievement. This data will be limited to their name, race results (if applicable) and details of achievement. Limited further information may be included; for example, participation in a juniors’ race or a women’s race.
The club will control which club officials and administrators have access to members data to operate club activity. These controls are set by the access permissions on the myClubhouse system and are kept to a minimum.
The club will not supply any members’ data to any other organisations for marketing communications.
The club will maintain records of parental consent for participation in club activities in accordance with the national organisation guidelines, British Triathlon, Cycling Time Trials and British Cycling
Members’ records will be retained for 12 months after they leave the club unless there have been any disputes between the member and the club. In the case of a dispute a member’s record will continue to be retained for the time needed to conclude any dispute. This applies to all paper as well as digital data.
The club will hold medical records for children as noted on parental consent forms. These are used to refer to in the event that a child has a medical condition.
The club will put in place a procedure and method of secure destruction of data records. This applies to paper and digital records. The club will appoint a confidential shredding company to collect paper data.
Club Officials with access to members’ data will be required to adhere to secure storage methods for both digital and paper records. The club will work to put in place a fully digital based record system to replace all paper records.
A register will be maintained of what data is held by individual officials and for what uses. The register will be reviewed by the committee annually.
A process for enabling members to submit and fulfil requests for personal data held will be created and published.
The club will operate a closed Forum which club members over the age of 18 can access. Members should be aware that they may be mentioned by other members in Forum posts. All Forum posts will be regularly reviewed and any posts that are considered inappropriate will be deleted.
All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.