Russian Black Terrier Club Data Retention Policy
The RBT Club follows Kennel Club guidance to ensure that it is compliant the General Data Protection Regulation (GDPR).
This policy should be read in conjunction with the RBT Club’s Data Privacy Policy.
The RBT Club retains personal data for as long as necessary to fulfil the purposes for which it is/was collected, including for the purposes of satisfying the Kennel Club and any legal, accounting, or reporting requirements.
Personal data can be further processed and stored for archiving in the public interest and for statistical and historical research purposes. When doing so we consider: any link to the initial purpose, the context the data was collected in, the reasonable expectations of amongst others, prospective members, members, committee members, exhibitors, competitors, sponsors and judges, the nature of the data, the consequences of further processing and the existence of appropriate safeguards. Stored data is not ‘anonymised’ as this is not considered appropriate.
Financial Records
The RBT Club keeps financial records in line with statutory requirements
(typically 8 years) and longer if there is a need to do so.
Membership Lists
The RBT Club retains old membership lists in perpetuity as these have
historical and statistical value.
Constitutions
Out of date constitutions are retained for their historical value and these may
be displayed, e.g. as part of commemorative exhibitions.
Show Entries, Catalogues and Results
Show catalogues and Results provide a gold mine of information and statistics,
as well as forming an important historical record. Show Results may be
published on the RBT Club’s website, newsletters, social media sites (e.g.
Facebook) and other outlets (e.g. www.ourdogs.co.uk,
https://kcjudgescriques.org.uk/) and Sponsors. If required information is shared
with the Kennel Club. Manual entry forms are retained for twelve months after
the relevant show. The RBT Club’s preferred way to process entries is
electronically via Fosse Data Systems, who have their own privacy policy (see
below).
Training and Educational Events
Reports on Events may be published on the RBT Club’s website, newsletters,
social media sites (e.g. Facebook) and other outlets (e.g. www.ourdogs.co.uk) and Sponsors. Entry forms are destroyed once no
longer needed.
Committee and AGM/SGM Minutes and
Documents
Committee minutes and documents relating to AGMs and SGMs are retained in perpetuity as the
definitive record of all club business together with the decisions made and
policies agreed. They may also be used as an information resource to resolve
any procedural issues or disputes.
Email Mailing Lists
The RBT Club maintains a MailChimp mailing list for use for member business
(AGMs, SGMs etc), newsletters and informal updates. The list for member
business is updated as members join and leave and is reviewed annually for late
payers.
RBT Club Website
The RBT Club website forms an online record of RBT Club activities. Backups
are retained to allow for the recovery of the website as needed.
Links to Third-party Privacy Policies:
Facebook: www.facebook.com/about/privacy/update
Fosse Data Systems: www.fossedata.co.uk/help/privacy.html.
MailChimp: https://mailchimp.com/legal/privacy
Our Dogs: www.ourdogs.co.uk/privacy/
Royal Kennel Club / Judges Critiques: www.theroyalkennelclub.org.uk/privacy-policy/