Handling Member Data – Your Responsibilities as a Committee Member
As a committee member, you play a vital role in shaping your Club/Society’s culture and operations. With that responsibility comes access to sensitive member information, and it’s essential that this data is handled with care and in full compliance with GDPR regulations.
Here are the key rules you must follow:
1. Society Lists Are Confidential
- You may access the list of Club/Society members (names and student numbers), but only for committee-related work.
- This data is strictly for internal use to help you communicate with members.
- Do not share this data with anyone outside the committee under any circumstances.
- Misuse of member data can lead to serious consequences, including disciplinary action.
2. No Personal Data Collection
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Do not collect personal data from members yourself.
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You must not add people directly to group chats, mailing lists, or other platforms.
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Instead, use a QR code that links to your Club/Society’s official sign-up or interest form (available via the Union).
3. Respect Member Privacy
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All communication and engagement must be consensual and transparent.
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Never use member data for personal or non-club/society purposes.
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Always ensure members know how their data will be used and that they’ve opted in.
By following these guidelines, you help protect your members’ privacy and maintain trust within your club/ society. If you’re ever unsure about what’s appropriate, please reach out to the Activities Team for guidance.
Let’s lead responsibly and set the standard for respectful, inclusive, and secure student leadership.