The new European General Data Protection Regulation (GDPR) comes into force on 25 May 2020. The regulation governs the way in which organisations decide what data they must hold on individuals and how that data is stored, accessed and used.

As a membership organisation, all members have reasonable expectations of receiving information on Club matters including Club events. Consent is implied by members for the Club to hold what data is necessary to operate the Club, to store it securely, including digitally, to allow access to data by specific, trained members of staff and to communicate in a reasonable way in writing including by electronic form.

Financial information is held for at least seven years. Correspondence, including emails and other records are held indefinitely for management and archival purposes.

From time to time, data is handled by trusted third party suppliers - for example the designer and printer of the quarterly Club newsletter and the Annual Report. Those suppliers are required to store the data securely during that process and to destroy any data held after the process is complete.

Details such as dates of birth and bank account information are held securely on the Club servers and back up facilities.

Members may opt out of the regular “What’s on at the Garrick” emails at any time by clicking the link at the bottom of each email. If the records the Club holds about you are incorrect, they may be corrected by informing the Secretary.

The Club operates a collegiate atmosphere and names and other basic details are posted on the Notice Board for various purposes.

There are CCTV cameras at the access and egress points of the Club as well as in back of house areas, the ground floor corridor and Irving Room Bar in order to assist with efficient management, security and crime prevention and detection purposes. The acceptance of this and consent to be recorded is a condition of entry to the Club.

Photographs may not be taken in the Club. Consent may be requested for photographs to be taken within a private dining room of the Club by the host of the private party. In this instance, the photographs must focus on the guests attending the party only and not the Club itself.

Members are requested to take care when entering their own data around the Club, for example in the Computer Room, the printers or the Wifi network. The Club provides various safeguards within these facilities but cannot be held responsible for data breaches caused by members’ own negligence.

If any member has any specific questions or concerns about the Club’s GDPR Policy, they should contact the Secretary via email at office@garrickclub.co.uk.

Ann Robbie
Secretary