Fife Historic Vehicle Club
General Data Protection Regulations (GDPR)

Under the terms of GDPR we must show “lawful grounds for holding any information and also the purpose for which it will be used.

When a member joins or renews their membership, they have provided the data required for the Club to then legitimately use for the Club’s interests and to provide the club service to the member.

Members have agreed to opt in by providing their name, postal address, email address, telephone contact number and year, make and model of vehicles that they own. The received data is used in the following way. The postal address is used to send a paper copy of the Klaxon Newsletter, in the absence of an email address, and is shared with the Scottish Vintage Vehicle Federation to allow them to send members a copy of the annual Yearbook. Your email address if provided, enables a member to receive the electronic version of the Klaxon Newsletter instead of the printed version. Group emails are sent using “Blind Courtesy Copy” to prevent the sharing of email addresses with other members. Your telephone number is to enable the club to contact you urgently in respect of Club matters if necessary. The details about the vehicles owned can be used to direct enquiries both internal and external to the club, in respect of a particular make or age of vehicle. Postal addresses and email data are also used to prompt the annual renewal of membership.

At the end of a membership year, any member who does not renew within the renewal deadline will have their data removed from the electronic Excel database and from the email circulation list.To become a member again will require a consented new application (and any fees). Old application forms will be shredded at the end of the membership period. Electronic data is stored on an encrypted and secure password protection system which does not use cloud storage.

The FHVC Membership Secretary is the Clubs Data Processing and Protection Officer and is the person who should be contacted if an individual’s data changes and needs to be corrected. As a member you have the right at any time to opt out of receiving post, emails, and telephone contact and the Data Processing Officer should be notified if this is the case. (Please be aware that an opt out of both post and email, does mean you will no longer receive the Yearbook or the Klaxon Newsletter).

The FHVC will not provide members with a membership list, as the secure storage and use of the data would not be able to be ensured and would constitute a breech of the regulations. Any enquiry to contact a member of the club, whether from another member or an external agent, will be dealt with by the Data Processing Officer. Details of the enquiry will then be forwarded to the relevant member(s) along with contact details of the person making the enquiry. It will then be up to the individual member whether they wish to contact the enquirer.