Complaints Flow Chart

Scunthorpe and Grimsby Advanced Motorists DATA COLLECTION AND PRIVACY POLICY

1. About this Policy

1.1 This policy explains when and why we collect the personal information about members of the Institute of Advance Motorists (IAM Roadsmart) and/or Scunthorpe and Grimsby Advanced Motorists (SAGAM “The Group”) how we use it and how we keep it secure and your rights in relation to it.

1.2 Personal information is information about you from which you can be identified. Dependent on which service you receive from us, we will process different types of information about you. We will not process any personal information about you that we do not actually need in order to provide our services to you.

1.3 On 25 May 2018, a new European Union (EU) data protection law – the General Data Protection Regulation (GDPR) – took effect. The GDPR gives individuals in the EU more control over how their data is used and places certain obligations on organisations that process information belonging to those individuals. We’ve produced this Privacy Policy to take into account the new requirements of the GDPR.

1.4 By continuing to use our services on or after 25 May 2018, you acknowledge our updated Privacy Policy. We may collect, use and store your personal data, as described in this Data Collection and Privacy Policy. (The Policy)

1.5 We reserve the right to amend this Policy from time to time without prior notice. You are advised to check our website [http://www.scunthorpegrimsbyadvancedmotorists.org] or our Quarterly Magazine for any amendments and Group contacts (amendments will not be made retrospectively).

1.6 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will, depending on your current status be the “controller” or “processor” of all personal data we hold about you.

1.7 Our rationale for recording personal data of our members lies in Article 6(1)(b) GDPR which gives a lawful basis for processing where: “processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract” 1.8 In simple terms so that we can engage in and respond to those who have “contracted” to become members of The Institute of Advanced Motorists at a national level and/or the Scunthorpe and Grimsby Advanced Motorists at a local level (on subscription or otherwise).

Date May2018

Revision 1

Reviewed- July 2023

2 Information Security

Your data is considered to be an important asset to us, and as such, we make reasonable effort to ensure the necessary measures are in place to prevent unauthorised or inappropriate access, use, modification, disclosure or destruction.

Measures we take to keep your data secure include, but are not limited to:

• making regular backups of files;

• protecting file servers and workstations with virus scanning software;

• using a system of passwords so that access to data is restricted;

• allowing only authorised staff into certain databases;

• using data encryption techniques to code data when in transit;

• ensuring that officials of the Group are only given sufficient rights to any systems to enable them to perform their job function.

3. Who are we?

3.1 We are [Scunthorpe and Grimsby Advanced Motorists]. We can be contacted at CHAIRMAN and DRIVING COORDINATOR, Terry Heath, 48 Vicarage Ave, Wrawby.Tel:01652 655601, Email: terryheath@sky.com

4. What information do we collect?

4.1 Information Collected at the Point of Purchase (Full IAM Member)

Data

Name

Address Gender identifier

Year of Birth Post Code

E-mail address

Telephone Next of Kin details (NoK)

‘Run sheets’ Kept by Associate Kept by Group Copy each Membership by Groups Sign Off (MBGSO) Date May2018 Revision 1 Contract ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ ✓ Notes Contracted by IAM RoadSmart at point of purchase Contracted by IAM RoadSmart at point of purchase Contracted by IAM RoadSmart at point of purchase Contracted by IAM RoadSmart at point of purchase Contracted by IAM RoadSmart at point of purchase Contracted by IAM RoadSmart at point of purchase Contracted by IAM RoadSmart at point of purchase NoK has to give consent & confirmed in a declaration signed by The Associate For the purpose of the training course, it is acceptable for Groups to be able to have sight of the Run Sheets, to monitor and evaluate training. Contract for this will be part of the purchase of the Course. This then requires secure storage and access This will also include video and audio footage of Training (if Reviewed- July 2023