DATA PROTECTION

THE GENERAL DATA PROTECTION REGULATIONS

 

These regulations came into effect on 25th May 2018.  It now seems an appropriate time to reiterate the policy which the Cirencester Old Grammarians have followed for the past twenty years.

The history of the Old Grammarians Reunion Committee and the Old Grammarians 1940s Association dates from the 1980s.  Both have the objective of keeping alive the friendships formed amongst former pupils who attended Cirencester Grammar School which was merged with other Cirencester Schools in 1966.

Both are run by committees of Old Grammarian volunteers.

The 1940s Association is based on membership involving annual subscriptions.  Each year quarterly lunches are arranged for members and their guests and a magazine is published annually.  Data held is confined to that supplied by members when renewing their annual subscriptions or when applying to attend the lunches.

The Reunion Committee organises reunions on a two yearly basis.  It also publishes twice yearly newsletters.  Its reunions are open to former pupils, without membership obligation.  Data  held is confined to that supplied by the former pupils when booking places at reunions for themselves and their personal guests or when requesting newsletters.

Both share a website (www.cirencesteroldgrammarians.co.uk) which includess a record of recent obituaries and anniversaries.  If a name is mentioned no details of addresses or contact details are included.

Both organisations hold the data supplied on hard copy and digitally.  Only select committee members have access to it.  The data is not accessible on line.  It is never supplied to outside organisations.  Even requests for information from other Old Grammarians are referred to the member being enquired about.

The purpose for which the data is retained is to enable the committees to communicate with former pupils in order to give notice of forthcoming events etc and thus further the objectives of the organisations.

By the above means the confidentiality of the data is maintained and safeguarded.

From 2018 all communication with members will invite them to indicate their agreement for the appropriate association to continue to keep a record of the data supplied.  If details of information being held on an individual is requested by them it will be freely supplied.  If removal from the data is requested this will be given immediate effect.

All committee members having access to the data are aware of these policy provisions which have been approved and minuted at meetings of the two organisations.  They are further aware that the purpose of the policy is to protect and safeguard personal data entrusted to them and to observe the letter and spirit of the regulations.

Overall national supervision of data protection lies with the Information Commissioner