This notice explains how the club collects your personal data, how it is used, the conditions under which the data may be disclosed to others and how it’s kept secure.
Our club holds personal information for the purpose of running the club and the benefit of members and guests. We work to ensure that the data is held in compliance with all appropriate data regulations; the Data Protection Act 1998, General Data Protection Regulation (GDPR) and Data Protection Bill 2017-2019.
Below is a summary of what information we hold, where it is held, who has access to it and why. We work to ensure that anybody we share the data with treats it appropriately.
If you have any concerns or questions please contact us via our Contact Form.
What Information Do We Collect?
We ask for different information about you depending on your relationship with the club. Below are the key relationships and the information collected for each one.
From guests we ask for name and email address only (guests are not required to provide this information). This information is held for informing you about future meetings, about membership and joining the club.
If a guest decides to join the club then we will collect:
- Full Name
- Email Address
- Postal Address
- Gender (Male / Female / Other)
- Phone numbers (mobile/home)
This information is necessary in order that the guest can be registered as a member of Toastmasters International (TMI). The information will be captured and shared with TMI via their web portal (www.toastmasters.org). Our VP Membership will assist with the paperwork needed to join TMI, registration with TMI and payment of membership dues.
After becoming a member, we will create an account for your on EasySpeak (https://toastmasterclub.org). This will allow you to request speech slots, select meeting roles and to be kept up to date with club news.
You can see, update and delete the information as needed within your ‘My Profile’ section of the website at https://toastmasterclub.org/profile.php?mode=editprofile .
We retain the information collected from you when you were a prospective member. We track information such as your mentors and your mentees and progress with educational programme and participation in club activities, including your voting on club matters during elections and throughout the year.
If you are elected a club officer we would like to display a photo of you on this website. We may also like to share such photos with club members, guests and others interested in the club through e-mails and social media. You do not have to provide consent for such use of your photo and we will only display/share your photo if you provide explicit consent.
Membership and participation in club activities is open to adults aged 18 or older. We do not sell, offer or provide any services to children. We do not knowingly collect personal information from children below 18 years of age.
We collect the information that you provide if you use our Contact Form. We will use this information only to respond to you and to send you information about attending a club meeting.
Who Has Access To Your Information?
Access to your personal data is restricted to club committee members and functionaries that need to know it for performing their role e.g.:
- A Contest Chair (contact details of the contestants)
- A Mentor/Mentee (contact details of their Mentee/Mentor respectively)
- A special event organiser.
We also share information with third parties such as TMI and EasySpeak as detailed below.
Where The Club Stores Your Information
N.B. the TMI website (www.toastmasters.org) is where you will access the online training program Pathways and other educational materials.
You agree to receive email and postal communications from TMI when we complete the registration process on your behalf. Once we have registered you with TMI you can manage the privacy settings for your personal information and opt-out of receiving information from TMI by post or email at any time.
While the information held on you may be created on your behalf the information is fully manageable and controlled by you and any clubs you are a member of.