Last Reviewed: 01/07/2018
How long we keep members’ data and where it is stored
Personally identifiable data about members collected from the IOG membership form will be stored for both the current IOG membership year (which runs from 1 July – 30 June) and the previous membership year. Every year, a membership renewal form will be sent around group members to update this personal information and if a member does not renew their membership, all personal related data will be deleted when the previous membership year data expires.- All membership data stored by the IOG will be stored online using Google services. The IOG programme which is published to the public web is archived in perpetuity, including full names and email addresses of IOG event organisers by default, even once a member has left the group. The personal membership information of each member will be stored in a password-protected spreadsheet on Google Drive for the period described above, which may result in that data being hosted on a server that is outside of the EU.
Emergency contact information
In addition to the membership secretary, the IOG membership data will also be made accessible to the other members of the IOG committee for use in an emergency situation so that any member of the committee who is contacted can retrieve emergency contact information for a member, or any other personal information which may be required, by an IOG event organiser.
Contact details of event organisers
By default, the IOG will publish names and email addresses of event organisers on the paper and online programmes as contact information for new members. If you do not have an email address or you would simply rather your phone number was used in preference, let the Programme Editor know this when requesting your event be added to the programme. The Programme Editor will email around a draft to all event organisers contributing to that quarter’s programme to check that the information is correct, before publication. Corrections can be made to the online programme at any point in the future by contacting the Programme Editor. Errors in the paper programme can only be corrected in subsequent quarterly programmes.
Data for a specific event/activity
IOG Event Organisers are encouraged to collect all relevant contact, emergency contact and medical information from event participants that is sensibly required for the type of activity they are organising. That information is strictly to be used solely for the organising of the event, co-ordinating transport and accommodation etc. Once the event is finished, it is required for event organisers to delete all such participant information from their records unless they have explicit consent to the contrary from the participating individual(s) (e.g. friends sharing phone numbers).
Ipswich Outdoor Group on Facebook
The official IOG Facebook group is entirely optional. All terms and conditions of signing up to Facebook are the individual IOG members’ choice and the IOG takes no responsibility, nor makes any recommendation of use of the Facebook service. The IOG Facebook group is marked as secret, so any messages or photos submitted to the group will only be visible to other current IOG members. However, there is nothing stopping an IOG member from downloading photos or copying a message and re-sharing on their personal timeline. The IOG Facebook group is monitored and the administrator will step in, where deemed necessary, but please be aware that, as with your own personal timeline, it is impossible to guarantee where information could be copied by another user, once it has been shared to the group.
Ipswich Outdoor Group on Meetup
The official IOG Meetup is entirely optional. All terms and conditions of signing up to Meetup are the individual IOG members’ choice and the IOG takes no responsibility, nor makes any recommendation of use of the Meetup service. The IOG Meetup is used to publicly market the group and, generally, Meetup users are invited to join the main group as soon as possible, to find the latest details on members events.
Ipswich Outdoor Group on WhatsApp
The semi-official IOG WhatsApp group is for both current and ex-members of the group and may contain ex-members whose subscriptions have lapsed. All terms and conditions of signing up to WhatsApp are the individual IOG members’ choice and the IOG takes no responsibility, nor makes any recommendation of use of the WhatsApp service. Users of the IOG WhatsApp group must accept that their mobile phone number will be shared with all other members of that WhatsApp group, which is a consequence of how the WhatsApp group messaging system is designed. If you do not wish to share your mobile phone number with all other members of that group, please do not request access to the group. If you receive unwanted communications from another IOG member, the committee will do whatever it can to intervene.