Last Updated: 01 July 2018
Watford Speakers Toastmasters Club cares about privacy. This notice explains how the club collects your personal data, how it is used, the conditions under which the data may be disclosed to others and how it’s kept secure.
Our club holds personal information for the purpose of running the club and for the benefit of members and guests. We work to ensure that the data is held in compliance with all appropriate data regulations, the Data Protection Act 1998, General Data Protection Regulation (GDPR) and Data Protection Bill 2017-2019.
Below is a summary of the information we hold, where it is held, who has access to it and why. We work to ensure that anybody we share the data with treats it appropriately.
If you have any concerns or questions please contact the committee at firstname.lastname@example.org
Who’s in charge?
Watford Speakers is a social club run by members for the benefit of members. It is closely associated with Toastmasters International (TI), a non-for-profit organisation based in the USA.
The club is managed by an elected committee that may consist of:
- Vice President Education
- Vice President Membership
- Vice President Public Relations
- Club Secretary
- Sergeant at Arms
- IT Support
The committee can be contacted via our email account email@example.com
In addition, the Club also has a Mentoring Coordinator whose role is to ensure that any member who needs a mentor has one.
The information we collect
We ask for different information about you depending on your relationship with the club. Below are the key relationships and the information collected for each one.
3.1 Guest Information
From visiting guests we ask for name and email address only (guests are not required to provide this information). This information is not shared outside of the committee, and is purely held for following up on your experience at the club and informing you about future meetings, membership and the process of joining the club.
If you are registered at www.toastmasterclub.org and are doing a role at a meeting (such as General Evaluator or a Guest Speaker) we will also request your EasySpeak username so you can be added to our agenda (on EasySpeak at www.toastmasterclub.org)
We also video some meetings that are shared on our private Facebook group, i.e. only to club members. This will be announced at meetings when this occurs, if you don’t want to be recorded, please advise at this time.
3.2 Prospective Member
If after visiting our club a guest decides to join, then we will collect:
- Full Name
- Email Address
- Postal Address
- Phone numbers (mobile/home)
This information will be captured and shared with TI and their web portal at www.toastmasters.org.
For full participation in activities of the club it is necessary to join TI. Our VP of Membership will assist you with paperwork needed to join TMI, registration with TMI and payment of membership dues.
3.3 Club Members
After becoming a member, we will create an account for you on EasySpeak (https://toastmasterclub.org/), which allows you to schedule your club meeting speeches and roles and to be kept up to date with club news. If you are a member of another Toastmasters club we will link your membership to that account. EasySpeak is a shared resource between the clubs you belong to and you. You can see, update and delete the information as needed within your ‘My Profile’ section of the website at https://toastmasterclub.org/profile.php?mode=editprofile .
We retain the information collected from you when you were a prospective member. We track information such as your mentors and your mentees and progress with educational programme and participation in club activities, including your voting on club matters during elections and throughout the year.
3.4 Award Winners and Club Officers
If you are elected a club officer or happen to win an award, we would like to take a photo at award handover. As a club we would like to share such photos with club members, guests and others interested in the club through e-mails and social media. We will do that only if you provide an explicit consent for our use of your photo in such way.
Membership and participation in club activities is open to adults aged 18+ only. We do not sell, offer or provide any services to children. We do not knowingly collect personal information from children below 18.
3.6 Website Visitors
4. Who has access to your information?
We share information with TI (see 5.1 below).
Members’ information is also stored on EasySpeak and members can contact each other using information stored on this platform (see 5.2 below).
5. Where the club stores data
Below is a list of locations this club stores personal data and who has access.
NOTE We may add locations to this in the future by agreement with the committee and notification of our members
5.1 Toastmasters International
NOTE The TI website (www.toastmasters.org) is where you will access the online training program Pathways and other educational materials.
You agree to receive email and postal communications from TI when we complete the registration process on your behalf. Once we have registered you with TI you can manage the privacy settings for your personal information and opt-out of receiving information from TI by post or email at any time.
5.2 easySPEAK Ltd
NOTE whilst the information held may be created on your behalf the information is fully manageable and controlled by you and any clubs you are a member of.
Because we are a social club, we encourage all members to care for, and reach out to, each other. The information on EasySpeak allows us to contact each other. If you do not wish to be contacted by members other than the committee, you can change your privacy settings on EasySpeak.
5.3 Google Docs
Watford Speakers uses Google Drive to share club organisational information. By default only club officers (and incoming club officers) can access this information. Certain files may be shared with other club members to support specific needs.
We have several club email accounts as follows:
firstname.lastname@example.org: accessed by the Vice President of Membership. It is an external facing e-mail for handling all enquiries from the public and may contain personal information, especially
during new member registration.
email@example.com: accessed by the Treasurer for purposes of contacting members regarding subscriptions.
firstname.lastname@example.org: accessed by the Vice President of Public Relations for Social Media, blogs and press.
email@example.com: an internal facing e-mail for correspondence between the committee and existing members
5.5 Social Media – Facebook / Twitter
Our club has a social media presence. We may post articles naming members such as speech or evaluation winners at meetings and other club news. Your name will be mentioned only if you provide explicit consent for the club to share your name on social media and online. Your photos will be shared only if you provide explicit consent for the club to share your photos on social media and online.
NOTE our Facebook group is a closed group, and only accessible by other members of our club.
5.6 WhatsApp Group
Our club maintains one invite only WhatsApp group for club officers.
We maintain a meetup group for announcing club dates and meeting information. Unless we ask for registration for special events no personal information is stored here. If we have a special event we might ask for Name, email, club as appropriate.
6. How long do we keep hold of your information?
If you cease to become a member of this club, or you are visitor to this club and in either instance have not had contact with the club for more than 90 days, we will contact you to ask whether you wish us to continue to hold your personal information. If we do not hear from you within 30 days we will delete your personal information from as soon as possible after the 30 day period.
Please, note this only applies to data the club holds directly or via service providers. Please, refer to Privacy Policies of Toastmasters International and easy-Speak Ltd for their respective policies on keeping your information.
7. Your Rights
Under the data protection regulations you have a number of specific rights as specified here: https://gdpr-info.eu/art-13-gdpr/
To summarise you have the right to:
- Know who is holding your data (details above)
- Know who to contact: firstname.lastname@example.org
- Know what data we collect and what we do with it (see above)
- Who we share information with and why (see above)
- You have the right to ask us what information we hold on you
- You have the right to update or rectify inaccurate, incomplete or out of date data we hold on you
- You have the right to ask us to delete your information
- You have the right to withdraw consent to direct marketing communication.
- You have the right to raise a complaint with the ICO – https://ico.org.uk/
If you have any complaints, please email us at email@example.com. If you have raised a complaint with us and are still dissatisfied, you may report your concern directly to the Information Commissioner’s Office.
9. Website Cookies
How to find us
Address: First Church of Christ, Scientist, Watford, 53 Cassiobury Drive, Watford,
WD17 3AD firstname.lastname@example.org