SWG Privacy Policy
Introduction
In this document, SWG refers to the Sheffield 20s and 30s Walking Group. (Note that only SWG's use of your data is described here: Please contact the Ramblers? Association for information on how they use your data, and what data they hold).
The Data Protection Act 1998 imposes rules and safeguards on those who hold and process personal data, i.e. data relating to living identifiable individuals. Details of usage must be notified to the Data Protection Commissioner, with some exceptions, which include not-for-profit organisations, whose usage is restricted to certain purposes. SWG is exempt form notification but the principles setting out rules and safeguards do apply. In the interests of being fair and open, SWG wishes to inform members of the data held and how it is used.
What information is held?
SWG and its officials may hold some or all of the following data about some or all of its members and others who attend SWG events: name, postal and email addresses, phone numbers, date of birth/age, club membership and membership status (e.g. concessions, joint, overdue etc). Contact data is held for sponsors and other organisations with whom we co-operate, their employees and agents. The data may be held in electronic or paper form.
How is the data obtained?
The data may be obtained directly from an individual person, the message board, by booking on an event or via the Ramblers' Association.
What is the data used for?
Your data is used for the following purposes by SWG:
- Postal communications: Your name and address are used to send you the group's newsletter, currently 4 times a year.
- Weekends away: Organisers of weekends away may need to get in touch with you. This may be by e-mail, phone or post. They may also let other people on the weekend away know some details about you, such as your name, e-mail address and/or phone number(s), typically for the purpose of organising lifts.
- Walks: Walk leaders may need to contact you if you decide to come on a walk if there are details or changes you need to be aware of, or the walk is cancelled.
- Socials: Socials organisers (normally one of the two social secretaries) may need to contact you if you have chosen to come to a social - again, to confirm arrangments or a cancellation of the event.
- Information to members and others: Your name may be used in past write-ups of walks, events and weekends away, as well as in information to members (and possibly others) about upcoming events and walks (typically an event/walk organiser may send out an e-mail saying who's going on an event). Also please see above about weekends away.
- Subscribing to the e-mail Mailing list: Your name and membership number are checked by the website administrator when you subscribe.
- e-mail Mailing list: Your e-mail address is used to send you (possibly) several e-mails a week about future walks, events and trips. Note that you can unsubscribe from the e-mail mailing list at any time, details are provided in the confirmation e-mail you receive when joining the list.
- e-mails from the group: Multiple e-mail addresseses (including yours) may appear in e-mails sent to group members.
Will the information be passed on to others?
The data will not be available for commercial purposes, nor will SWG share information with third parties without your consent.
How securely held is the data?
Membership data is held on paper and in a computer database by the Group. The E-mail mailing list is held on a computer. Where data is held on a computer, it is not encrypted, so there is always a slight risk that should a computer containing some or all of the data were to be stolen, this data could go astray. In a similar way, the membership data on paper could be stolen.
Who can access the data?
The data is accessible by members of the committee. In addition, walk leaders, event and weekend-away may be given full or partial access if required.
Who manages the data?
The group secretary manages the data on members received from the Ramblers.
The e-mail mailing list is managed by the website administrator.
How do I find out what information you hold about me?
Contact the Group Secretary who will then provide the details held about you. Proof of identity and an administration fee of 50p will apply to cover p&p will be required before the information is released. Information will be sent to your postal address.
How do I get my data removed or corrected?
If you wish to have your data removed or corrected, please contact the Ramblers and/or the committee according to which data you wish to have removed/corrected:
- For name / address / membership status / age: You'll need to contact both
the Ramblers and SWG. For SWG, contact the group secretary via the Hotmail address,
- For e-mail address / phone number(s): Contact the group secretary as above.
- To be removed from the e-mail mailing list: Send a blank e-mail to,
(you'll receive a message you then have to reply to).