EBRA Privacy & Data Protection Policy Statement

The Secretary maintains the membership database to be able to send news and information to members

1. Membership records may contain:

   • Name

   • Address

   • Email Address(es)

   • Facebook username(s)

   • Subscription amount paid and expiry date

2. The Secretary maintains the membership database in an Excel spreadsheet which is encrypted on the Secretary's personal computer and in an encrypted cloud backup

3. The Chair is able to access an encrypted copy of the database as a contingency in case the Secretary is unable to perform the role

4. The Secretary stores names and email addresses in a MailChimp account for the sole purpose of sending emails.
   The MailChimp account is protected by two-factor authentication.

5. The Secretary may from time to time print subsets of the membership database for volunteers to use when delivering newsletters or collecting subscription renewals

6. The Secretary does not share any membership data with any other person or organisation

7. The Secretary does not process data

8. The Secretary will respond within a week to a request from a member to see their data record

9. The Secretary will respond within a week to a request from a member to remove their data from the membership database. As a result:

   • Membership will cease because the EBRA will not be able to contact them

   • Facebook group membership will be revoked because it is provided for members only