MAN CLUB
DATA PROTECTION POLICY

Data Protection Principles
Man Club (Channel Islands) is committed to processing data in accordance with its responsibilities under local GDPR regulations. In line with these, data will be: 

• Processed lawfully, fairly and in a transparent manner in relation to individuals.
  
  
• Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes.
  
  
• Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
  
  
• Accurate and kept up to date, with every reasonable step taken to ensure that personal data are accurate, (having regard to the purposes for which they are held and processed).
  
  
• Held in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.
  
  
• Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction, or damage, using appropriate technical or organisational measures.
  

This policy shall apply to all personal data held or processed by Man Club (Channel Islands).

Individuals shall have the right to access their personal data and any such requests made to the charity shall be dealt with in a timely manner.

Man Club (Channel Islands) will register with the local GDPR regulator, and maintain this registration in line with local regulations.

Policy and Procedures
The Secretary will be responsible, (on behalf of the charity’s Directors/Trustees), for maintaining this registration, and for holding and processing data in line with this policy.

Man Club (Channel Islands) will provide details of the charity’s policy and GDPR procedures to everyone who engages in the charity’s activities.

Director/Trustee Personal Data
It is recognised that Man Club (Channel Islands) will need to hold and process personal information relating to Directors/Trustees in order to operate and discharge its duties and legal obligations. It is also recognised that these duties and legal responsibilities may require that this data is held for a period of time after the individual concerned has left the board of the charity. In line with Guernsey’s tax regulations and statute of limitations for civil matters, personal data relating to a Director/Trustee will be held for 6 years, (unless formally advised otherwise by a Guernsey Advocate).

This data may include: 

• Full name, residential address, and telephone/email contact details.
  
  
• Account numbers and sort codes for bank accounts.
  
  
• Details and reference numbers for insurance policies relevant to the individual’s role as a Director/Trustee.
  
  
• Details of training, professional qualifications, and other certifications (including DBS check results) relevant to the individual’s role as a Director/Trustee.
  
  
• Minutes or other notes relating to the charity’s activities, recorded by (or on behalf of) the individual in the course of their role as a Director/Trustee.
  
  
• Correspondence, (including electronic messages and social media postings), relating to the charity’s activities, sent to/from the individual in the course of their role as a Director/Trustee.
  
  
• It will be assumed that individuals accepting a Director/Trustee role will adopt the charity’s data protection procedure and thus will automatically ‘opt-in’ to the collection of this data.
  

Group Facilitator’s Personal Data
It is recognised that Man Club (Channel Islands) will need to hold and process personal information relating to Group Facilitators in order to operate and discharge its duties and legal obligations. It is also recognised that these duties and legal responsibilities may require that this data is held for a period of time after the individual’s last engagement with the activities of the charity.

In line with Guernsey’s statute of limitations for civil matters, personal data relating to a Group Facilitator will be held for 6 years, (unless formally advised otherwise by a Guernsey Advocate).

This data may include: 

• Full name, residential address, and telephone/email contact details.
  
  
• Details of training, professional qualifications, and other certifications (including DBS check results) relevant to the individual’s role as a Group Facilitator.
  
  
• Notes relating to the charity’s activities, recorded by (or on behalf of) the individual in the course of their role as a Group Facilitator.
  
  
• Correspondence, (including electronic messages and social media postings), relating to the charity’s activities, sent to/from the individual in the course of their role as a Group Facilitator.
  
  
• The charity’s data protection policy will be explained to individuals taking on the role of Group Facilitator, and these individuals will be asked to ‘opt-in’ to the collection of this data.
  

Professional Oversight Provider’s Personal Data
It is recognised that Man Club (Channel Islands) will need to hold and process personal information relating to professionals providing oversight to the charity’s activities in order to operate and discharge its duties and legal obligations. It is also recognised that these duties and legal responsibilities may require that this data is held for a period of time after the individual’s last engagement with the activities of the charity.

In line with Guernsey’s statute of limitations for civil matters, personal data relating to professional oversight will be held for 6 years, (unless formally advised otherwise by a Guernsey
Advocate).

This data may include: 

• Full name, residential address, and telephone/email contact details.
  
  
• Details of training, professional qualifications, and other certifications (including DBS check results) relevant to the individual’s role as a provider of professional oversight to the charity.
  
  
• Notes relating to the charity’s activities, recorded by (or on behalf of) the individual in the course of their role as a provider of professional oversight.
  
  
• Correspondence, (including electronic messages and social media postings), relating to the charity’s activities, sent to/from the individual in the course of their role as a provider of professional oversight.
  
  
• The charity’s data protection policy will be explained to individuals who provide professional oversight, and these individuals will be asked to ‘opt-in’ to the collection of this data.
  

Personal Data Relating to Fundraisers and Donors
It is recognised that Man Club (Channel Islands) will need to hold and process personal information relating to donors and fundraisers in order to operate and discharge its duties and legal obligations. It is also recognised that these duties and legal responsibilities may require that this data is held for a period of time after the individual’s last engagement with the activities of the charity. In line with Guernsey’s financial reporting regulations, personal data relating to professional oversight will be held for 6 years, (unless formally advised otherwise by a Guernsey Advocate).

This data may include: 

• Name and identifying details for the fundraiser or donor.
  
  
• Details of donations or funds raised, (and their source – in line with local regulations for financial reporting and the prevention of money laundering).
  
  
• The charity’s data protection policy will be explained to fundraisers and donors, and these individuals will be asked to ‘opt-in’ to the collection of this data.
  

Man Club Members' Personal Data

• Individuals who attend Man Club activities are termed ‘members’.
  
  
• It is recognised that Man Club (Channel Islands) will need to hold and process personal information relating to members in order to operate and discharge its duties and legal obligations. It is also recognised that these duties and legal responsibilities may require that this data is held for a period of time after the individual’s last engagement with the activities of the charity.
  

In line with Guernsey’s statute of limitations for civil matters, personal data relating to a member’s engagement with the charity will be held for 6 years, (unless formally advised otherwise by a Guernsey Advocate).

This data may include: 

• Name, identifying details, and any contact details provided by the member during their engagement with the charity.
  
  
• Details of emergency contacts, provided by the member during their engagement with the charity.
  
  
• Any notes made relating to the member’s engagement with charity.
  
  
• Correspondence, (including electronic messages and social media postings), relating to the charity’s activities, sent to/from the individual during their engagement with the charity.
  
  
• The charity’s data protection policy will be explained to members, and these individuals will be asked to ‘opt-in’ to the collection of this data.
  

Review
This policy will be reviewed every year