Structure & Data Handing

These notes set out the WWRA’s use of data and the organisation’s operational structure.

Activities

The WWRA was set up in 1929 for the betterment of West Wickham and has a membership of local residents ( ‘the Members’ ) who subscribe each year via an annual membership subscription.
In return the WWRA supports the Members where local issues of concern arise and provides a magazine each quarter (‘the Newsletter’ ) to update its Members on local issues and relevant events.

Structure

To support the WWRA volunteers (‘the Road Stewards’ ) deliver the Newsletters to the Members based on zones, depending on the location of each Road Steward. Most Road Stewards keep a list of Members in their zone (‘the Round’) with basic details only.
Each zone has a member of the WWRA who acts as the coordinator (‘the Distributor’) and delivers the batches of Newsletters. The Distributor holds a list of the Road Stewards in the zone they cover.
The WWRA is run by a Committee (‘the Committee’) of volunteers who attend monthly meetings (‘the Committee Meetings’) for which minutes are issued. A list of current Committee members is held by the WWRA.
Subscriptions and other income (or expenditure) is processed by the treasurer who produces a set of accounts at the end of each year. The treasurer records income & expenditure in hard back form (‘the Ledger’) for future reference. The yearly accounts are checked by an independent accountant and presented at the WWRA’s annual general meeting (AGM).

Data Handling

Most Road Stewards maintain their own records of collections. Copies of these lists may be returned with the subscriptions to the secretary or treasurer. The secretary of the WWRA updates the central register of the Members in each Round.
The treasurer handles the Bank Account for the WWRA (held by Nat West) and issues updates on funds for the Committee Meetings. Bank Account statements are kept by the treasurer for up to 6 years, after which they may be destroyed / shredded. No personal / member bank details are held as no direct debits are in place for subscriptions.
Annual accounts are issued in paper format and copies of previous accounts are held by the treasurer.

Control of Data

Paper copies of Round lists are destroyed / shredded when no longer needed and are no information is passed to third parties for advertising or marketing uses.
If a Member withdraws from the membership of WWRA, their details are deleted from the round list.
Road Steward’s address details held by the distributors are also not released to third parties and are not published.
The WWRA does not hold Bank details of any individual nor other personal data.
Personal details are also not published unless in agreement with the person to which the details relate to, or being an integral part of the advertisement being placed in the Newsletter.

Privacy Statement – Your privacy is critically important to us, we have a few fundamental principles:

• We are thoughtful about the personal information we ask you to provide and the personal information that we collect about you through the operation of our services.
• We help protect you from overreaching government demands for your personal information.
• We aim to make it as simple as possible for you to control what information on your website is shared publicly (or kept private), indexed by search engines, and permanently deleted.
• We aim for full transparency on how we gather, use, and share your personal information.
• Below is our Privacy Policy, which incorporates and clarifies these principles.
• We store personal information for only as long as we have a reason to keep it.

Update RFD Nov 2019