At Forth Valley IAM (FVIAM) we hold and process personally identifiable data (PDI) and this document explains our policy.
The legal basis on which we hold and process PID is "Contract" – i.e. we only use data to administer what you have asked us to process. For example if you simply make an enquiry we are using your data to respond to that enquiry and to remember that we responded and what was said. If you are an associate or a full member or an ex-member we store information to allow us to process your membership, train you, tell HMRC about your gift aid status, communicate with you about member events etc.
As part of your contract with us we will contact you with information on training, committees, organisational matters, and social events, together with newsletters or similar relating to the group and road safety.
Pictures, videos and written updates of IAM Forth Valley events and activities at which you may be in attendance, or referred to by name, will also be regularly published on social media sites, in group newsletters/magazines and on group related websites.
We do not store any banking data except when people who ask us to set up their membership standing order (most set this up online themselves). If you give us standard order set up details the data is only held long enough to create and dispatch a communication to the appropriate bank.
We minimise the number of people in the group who see your more detailed PID (for example your observer will need to know how to contact you). Once there is no need for an individual to have your detailed personal data it is securely deleted. All your data is securely deleted once we can be reasonably sure it is no longer required for administering FVIAM's servicing of our obligations with you.
FVIAM also shares your personal data with IAM RoadSmart (The Institute of Advanced Motorists Limited) in order to administer central membership activities but with no one else. Where we contract out IT services (for example to send emails) we only do so with organisations certified as GDPR compliant (whether or not they are inside the EEA) and with whom we have signed a written contract.
If you have questions about this FVIAM specific policy, or your data, or have a request that FVIAM perform some GDPR related process please email or call our membership secretary (details on Committee page). When expecting a response please bear in mind that FVIAM is operated entirely by unpaid volunteers and the membership secretary might be out of contact.