City of Winchester Trust
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City of Winchester Trust Data Management

City of Winchester Trust collects data from stakeholders (members, employees, and volunteers) when they join by using an Application/Consent forms and a Standing Order Request form for members.

The data is recorded from the forms into a spreadsheet of stakeholders held by the Trust Secretary. This consists of:-
Membership No. (if appropriate), Title, First Name, Surname, Address, Post Code, Telephone No., Email Address, Joining Date, Gift Aid Date (if appropriate). Type of Member (Life, family, Double, Single, Corporate) (if appropriate), Banked standing Order, amount paid (if appropriate).
Consent to use address, telephone No. and email address.
Consent to use a Bulk email service for email address mailing.

This data is held until a stakeholder leaves CWT, when it is deleted from the spreadsheet. At any time a stakeholder can change their data or consents by contacting the Membership Secretary and also ask for a copy of their data.

The paper Application/Consent forms will be archived as proof of the original Application/Consent meeting GDPR requirements. The data will only be used for the following activities:-

The Standing Order form for new members will be sent to the memberís Bank to arrange the Standing Order.

Some of the data held in the Spreadsheet will be extracted and used for the following purposes:-

For existing stakeholders, at May 2018, you will be asked to confirm your consents. This data will be used to update the Membership spreadsheet and then the data archived as proof of the consent meeting GDPR requirements. For future stakeholders consent will be obtained in a revised application form and then added to the Membership spreadsheet and archived as proof of appropriate consent.

More information is available in the CWT Data Privacy and Data Protection Policies.

City of Winchester Trust Council
April 2018