Data Protection

How we obtain your personal data

Information provided by you

You provide us with personal data either on your application form, renewal form, via an online application or renewal, by email communication or over the telephone (we do not record telephone conversations). We may also keep information contained in any correspondence you may have with us by post. This includes:

• Name
• Address
• Email address
• Mobile and/or landline telephone number
• Forum username (if a registered user)
• Vehicle details including registration number and VIN

We record this information in a computer database and use this information in order to manage and administer your membership whilst you remain a member of the Club. Please also see the ‘How long do we keep this information about you?’ section.

How we use your personal data

We use your personal data to manage and administer your membership. This includes the collection of payments and verifying your identity when you contact us to discuss your membership. We undertake at all times to protect your personal data, including any financial interactions, in a manner which is consistent with the requirements of Data Protection and all associated legislation. We will also take all reasonable security measures to protect your personal data in storage.

The key component of your membership and the services we offer is the delivery, by post, of your club magazine. Holding your name and address is therefore essential. Your personal details will be used to communicate with you for the purposes of managing your membership (eg renewal notification).

All members of the Club, whether FULL, FAMILY, COMPLIMENTARY or HONORARY and whether resident in the United Kingdom, European Economic Area or the Rest of the World will have their personal data managed and administered in the same way in accordance with this policy and in line with UK data protection legislation.

Do we use your personal data for marketing purposes?

Any information that you choose to give us will NOT be used for marketing purposes by us. We will hold your personal data only for the purposes of administering and managing your membership.

Information about cookies

A cookie is a small text file stored alongside your internet browser on your computer or smartphone. Details about Forum cookies and the Forum’s Privacy Policy can be found via a link on the Forum login page. More details about Cookies can be found here: www.aboutcookies.org.

The messageboard/forum is a resource provided by the club which is open to view and contribute for both members and non-members. The information you enter and share here is covered by the phpBB (our forum provider) general forum rules, terms and conditions, and in addition subject to the policies and terms and conditions of use of the MMOC. As of April 2018 the only mandatory elements include a uniquely identifiable name (your forum username) and a valid email address which may or may not be the email address associated with your MMOC membership.

The club intend to move towards the position where the forum database also contains the real name of its members for the purposes of identifying members of the forum who are also members of the MMOC in order to give additional forum benefits to the latter group. New forum members at that point will be asked to check a box if they are MMOC members and requested to enter a membership number. A policy will be devised to ensure that existing forum members update their records to indicate MMOC membership where applicable. The forum administrators will use this forum entered details to confirm MMOC membership to permit access to 'members only content' and to maintain the appropriate access levels on joining/leaving the MMOC.

In addition to the forum, the club maintains a discreet area of the MMOC website which is only accessible to MMOC members. Access to this area is granted via a member name and password distinct from that to access the forum, and those details become part of the member record under the control of the Club Membership Secretary.

Sharing information

We will keep information about you confidential and sharing of your personal information will only be those detailed below.

Sharing of personal data internally:

From time to time share your personal information within the Club, but will only with those detailed below:

• Finance Team - for the purposes of accounting and financial regulation.
• Merchandise Team - for the purposes of verifying membership and delivery of ordered regalia items.
• Spares Officer - for the purposes of verifying membership and delivery of ordered spares items.
• Branch Liaison Officer - for the purposes of managing and delivering services to the Branch network.
• Branch Contacts (UK) - for the purposes of arranging and co-ordinating local meetings, events and activities together with related necessary communications.
• Forum Manager - for the purposes of administering the forum and verify membership for member specific access and ensuring accuracy of records.
• MMOC Register contacts – to maintain and collate records of vehicles and their production history.
• In relation to our National Club Event with event organisers only – for the purposes of verifying your membership and ensuring accurate recording of information.

Sharing of personal data externally:

We will only share your personal details outside the Club in order for you to be able to receive the benefits of Club membership. These are detailed below:

• Mailing and printing agents that provide a service to us in order to deliver Club benefits (Minor Matters) making use of their secure data portal and on the understanding that they keep the information in line with their own Privacy Policy.
• Sharing of limited personal details (eg membership number and name) with Committee approved organisations in relation to insurance - Footman James.

How long do we keep this information about you?

We keep your information for a minimum of 5 years from the time your membership expires. This is retained to enable verification of yourself as a previous member should you wish to re-join the Club after a period of your membership being lapsed. Some of the information you have provided will need to be retained for longer to meet legal, statutory and regulatory obligations. A continuous review of the personal information held will be undertaken and information which is no longer required for the above reasons will be disposed of securely.

 

Data subject rights

Subject access requests

You have the right to ask for all the information we have about you, the services you receive from us. When we receive a request from you we must give you access to everything we’ve recorded about you, formal response shall include the following:

• details of the personal data we hold about you;
• sources from which we acquired the information;
• the purposes for processing the information; and
• persons or entities with whom we are sharing the information.

Ask for inaccurate information to be corrected

You have the right to obtain from us, without undue delay, the rectification of inaccurate personal data we hold about you.

You can ask us to delete information

In some circumstances you can ask for your personal information to be deleted, for example:

• Where your personal information is no longer needed for the reason why it was collected in the first place.
• Where you have removed your consent for us to use your information.
• Where there is no legal reason for the use of your information.
• Where deleting the information is a legal requirement.

Please note that we can’t delete your information where:

• We’re required to have it by law.
• It is for, scientific or historical research, or statistical purposes where it would make information unusable.
• It is necessary for legal claims.

Where data has been shared

We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed.

Right to data portability

You have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller, without hindrance from us.

Right to object

You shall have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, including any personal profiling; unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you, the data subject, or for the establishment, exercise or defence of legal claims.

Right to not be subject to decisions based solely on automated processing

We do not carry out any automated processing, which may lead to an automated decision based on your personal data.

Who to contact

If you would like to contact the club about any of the above please write to the Membership Administrator, MMOC, P O Box 1098, Derby. DE23 8ZX or email to dataprotection@mmoc.org.uk.

Accuracy of information

ln order to provide the highest level of membership support, we need to keep accurate personal data about you. Please help us with this by keeping us informed of any changes when they occur.

 

Important information

Questions and queries

If you have any questions or queries which are not answered by this Privacy Policy or have any potential concerns about how we may use the personal data we hold, please write to: Membership Administrator, MMOC, P O Box 1098, Derby. DE23 8ZX or e-mail dataprotection@mmoc.org.uk.

Policy changes

This Privacy Policy is regularly reviewed. This is to make sure that we continue to meet the highest standards and to protect your privacy. We reserve the right, at all times, to update, modify or amend this Policy. We suggest that you review this Privacy Policy from time to time to ensure you are aware of any changes we may have made, however, we will not significantly change how we use information you have already given to us without your prior agreement. The latest version of this policy can be found at www.mmoc.org.uk/dataprotection

If you have a complaint

If you have a complaint regarding the use of your personal data then please contact us by:
Writing to: Membership Administrator, MMOC, P O Box 1098, Derby. DE23 8ZX or email to: dataprotection@mmoc.org.uk
And we will do our best to help you.

If your complaint is not resolved to your satisfaction and you wish to make a formal complaint to the Information Commissioners Office (lCO), you can contact them on 01625 545745 or 0303 123 1113. You also have the right to judicial remedy against a legally binding decision of the ICO where you consider that your rights under this regulation have been infringed as a result of the processing of your personal data. You have the right to appoint a third party to lodge the complaint on your behalf and exercise your right to seek compensation.