CROSSGATES & DISTRICT RECREATION HALL LTD
Poplar Avenue, Crossgates
Leeds LS15 8EB

Crossgates & District Recreation Hall Ltd ( THE CLUB) are listed at Companies House under the Registered Company Number : 0310 7474 (England & Wales)

DATA PROTECTION POLICY and
GDPR (GENERAL DATA PROTECTION REGULATIONS) 2018
for CROSSGATES & DISTRICT RECREATION HALL LTD

Crossgates & District Recreation Hall Ltd (commonly known as THE REC CLUB) were originally established as a Community Club and Community Meeting Centre in 1908.

Crossgates & District Recreation Hall Ltd is a Private Company, Limited by Guarantee, and is registered in England and Wales. The Company's Registered Number (0310 7474) and the Company's Official Registered Address is detailed at the top of this Document.

The Management of the Club is vested in the Board of Directors who carry out the policies and general operational management of the Club on behalf of its Membership, subject to the principles of the Companies Act and through the Memorandum and Articles of Association to transact the Ordinary Business of the Company.

The Club is a friendly, welcoming Social Club, where regular entertainment including Bingo, top Artists and live Rock Bands as appropriate are regularly held. The club also has three Snooker Tables, Darts and Domino facilities and our own Bowling Green.

The Club operates as a Membership Organisation whereby an Annual Subscription for Membership is set by the Board of Directors and shall be payable by all Adult Members and a discounted fee may be offered to those Members over the age of 65, having been a Member for a continuous period of ten years. Any Member with continuous Membership of 30 years or more shall be given the status of Life Membership and shall be excused Membership Fee payments.
Members must provide all their personal details as requested on the Club Official Membership Application Form, and must be proposed by another Member, prior to approval and authorisation for Membership given by the Board of Directors.
The Club has always carried out its information management retention and confidential personal data retention records under the terms of the Data Protection Act 1998.



The Data Protection Act 1998 (DPA 1998) is an Act of the UK Parliament defining the ways in which information about living people may be legally used and handled. The main intention is to protect Individuals against misuse or abuse of information held about them.
Overall the Fundamental Principles of the Data Protection Act 1998 specify that personal data MUST >>>>>>>>

• Be processed fairly and lawfully.
  
• Be obtained only for lawful purposes and not processed in any manner incompatible with these purposes.
  
• Be adequate, relevant and not excessive.
  
• Be accurate and current.
  
• Not be retained for longer than is necessary.
  
• Be processed in accordance with the rights and freedoms of data subjects.
  
• Be protected against unauthorised or unlawful processing against accidental loss, destruction or damage.
  
• Information is not to be transferred to a Country or Territory outside the European Economic Area (EU) unless that Country or Territory protects the rights and freedoms of the data subjects.

In accordance with the principles of the Data Protection Act 1998, we Crossgates & District Recreation Hall Ltd will use the personal details provided by the Member for the ultimate purpose of retaining Members Personal Data with The Club, during the period of their Membership with the Club.
A Member's personal details will be treated with confidentiality and will only be shared with other Agencies as and when appropriate. We use the information provided by the Member on their Application Form, on the basis of trust and goodwill, to which the Member provides their signature on the document accordingly.

To prevent or detect fraud in verifying a Member's Identity, or the purposes of Employee paid Member of Staff we may also pass information to other Organisations such as our Nominated Registered Auditors (GL Barker & Co LLP, Chartered Certified Accountants, 49 Austhorpe Road, Crossgates ,Leeds LS15 8BA) for the purposes of the External Audit and application of the current Financial Regulations relating to the preparation of the Company's Annual Financial Accounts and review of Management Reporting Systems and procedures.

Crossgates & District Recreation Hall Ltd Computerised Financial Accounting and Reporting System is held on a SAGE Accounting Package as appropriate, and on other Manual based Systems for the retention of Personal Individual Confidential Data and Company held Data.

A Member may request a copy of their own PERSONAL STATEMENT of that Member's details provided to the CLUB at any time they may wish to do so, and there is no money charge incurred for this request.
We will also pass any information as necessary to other Organisations involved in Fraud Protection to protect the Crossgates & District Recreation Hall Ltd from potential Money Laundering activities and our Members from theft or fraud. If a Member gives false, misleading or inaccurate information details will be passed onto Fraud Detection Agencies. We have a duty of care to our Membership to be vigilant at all times in matters such as those identified above.

We will not pass on your details as a Member to any Third Parties without ANY EXPRESS PERMISSION has been given by the Member.



As of the 25th May 2018, new EU Legislation, GDPR will take effect.
All Companies & Organisations are required to comply with their new obligations under the GDPR Rules.
The GDPR will REPLACE all current national Data Protection Legislation throughout all the EU Member States. A lot of the Data is already in existence within the current Data Protection Act 1998. However, within GDPR there is more detail, and a wider scope to the changes that reflect DIGITAL developments as it now also covers DATA SECURITY, SYSTEM INTEGRITY and AWARENESS.

Every Company / Organisation handles data relating to Individuals (Members), Staff (Directors & Paid, Employed Members of Staff. All Data that is traceable to an Individual, irrespective of how it is stored, including paper copies and computer records all comes under the GDPR Act.

Under GDPR you need to have a good reason for having this Data / be able to account for the method of collection of Data / and have systems & procedures in place to keep it secure.



In order to process personal data, The Club needs to identify a lawful basis to be compliant with GDPR, Crossgates & District Recreation Hall Ltd believe that the following criteria fits:

Consent: The individual Member has given clear consent to The Club to process their personal data for the purposes of approval as a Club Member and for the set up of a Members Personal Details as and when appropriate.

Contract: The processing of these details are essential and necessary for the purpose of a Contract with the Individual Member by means of a completed Application Form, together with the personal details relating to the Member and verified by means of two forms of proposal and authorisation. The Individual Member signs the Application Form to confirm.

Legal Obligation: The processing of this Individual Member's Data is necessary for the CLUB to comply with the law, and for the Member (and any Guests) that they may introduce to the Club, to behave in a responsible manner , subject to the normal rules of the Club.
Also that Crossgates & District Recreation Hall Ltd are compliant with the Club's Rule Book approved and adopted for use by the Club Management Board / Members / Employees where this is appropriate to maintaining a safe & hospitable environment for everyone.

DATA PROTECTION PRIVACY NOTICE
(Crossgates & District Recreation Hall Ltd )
Available to distribute to Membership)

CROSSGATES & DISTRICT RECREATION HALL LTD recognise individual concerns about how your personal or ANY financial information, as a MEMBER is dealt with by us. This PRIVACY NOTICE sets out how we deal with this information and how it may be shared with others. We may change this Notice at any time in the future.

It applies to information we collect about:

• People who apply for Membership of the CLUB (as an Adult Member) and to access our products , services and facilities for the mutual benefit of all persons.
  
  
• Other people we deal with in the course of delivering our services as a Registered Limited Company by Guarantee such as the Company Auditors, Insurance Companies and any other Regulatory Bodies that the Company is involved with
  
  
• Current Officers of Crossgates & District Recreation Hall Ltd such as Management Board of Directors and our Salaried or paid Employees (as Members of Staff)

We have to hold your details to allow us to process your Application or request for services and then to provide them and ensure that we are able to carry out our responsibilities.
For example, as a Member, we will hold the details we obtain from you at the outset of your Membership and records concerning Membership Payments and Employees Personal Payroll Details and your conduct in relation to your Membership / Employment of Crossgates & District Recreation Hall Ltd.

This information will be retained once we stop providing services to you for so long as it is considered necessary, or for a maximum of 5 years after you stop being a Member. Any Directors / Managers of the Club and any other Paid Employees of the CLUB may have access to this information.

There are other types of information that apply in certain and special cases such as :-

• Health and Care details
  
• Other Agencies that may be helping you
  
• Complaints made officially in writing to Crossgates & District Recreation Hall Ltd
  
• Records of anti-social behaviour to Staff Members , or Criminal Activities e.g. Fraud
  
• County Court Judgements (CCJ's) - Insolvency Services
  
  
  Most of the above information we hold concerning you comes directly from you, and we get most of it from the Member's Application Form and any other Forms that we may ask you to complete, or from when you join the CLUB. We will often give you more details about how we will use your information on documents that we ask you to complete or sign, or when we (may) have to write to you.
  We may use your details to provide you with information about other products / services which may be of interest to you and we may contact you about these by post or telephone.
  We may contact you by electronic means (e.g.: Email or Text Messaging)
  ONLY if you have provided us with your electronic contact details for this purpose.
  
  
  
  Your Rights as an Individual Member of Crossgates & District Recreation Hall Ltd:
  
  
  The Data Protection Act 1998 states that you have a right to request a copy of the information we hold about you. The GDPR (General Data Protection Regulations) states that you can access this information for free. We must provide you with a copy of this information within one calendar month of the request. We can delay this for up to a further 2 months for complex or numerous requests.
  
  You have a right to ask for any information the CLUB hold to be corrected, if it is inaccurate or incomplete. We must provide you with a copy of of your information within one calendar month of request. We can delay this for up to a further 2 months for complex or numerous requests. If we do this we must inform you about it and give an explanation about the delay. If we have shared information with a Data Processor (third party) we must also inform them of the rectification.
  
  However, it is IMPERATIVE that Crossgates & District Recreation Hall Ltd receive truthful and accurate data information from the Individual Member at all times, and any changes to personal details such as change of name (marital status), change of address, or other essential and private information supplied MUST be forthcoming from the Individual Member in order for the CLUB to maintain and update Records.
  
  You have the right to block or restrict the processing of your personal data. We have LAWFUL RIGHTS to hold certain personal data about you, but we are not allowed to further process that data once we have been asked to restrict it.
  
  You have the right to ask that your personal data be erased, if we have no longer any LAWFUL RIGHTS for keeping your data, then the CLUB will adhere to your request.
  
  You may contact us at any time at our Registered Office Address which is as follows:
  
  
  CROSSGATES & DISTRICT RECREATION HALL LTD
  Poplar Avenue, Crossgates, Leeds LS15 8EB
  
  Produced by the Board of Directors (Crossgates & District Recreation Hall Ltd)