Privacy Policy

HOSTGA Privacy Notice to Members

HOSTGA Management Committee
April 2018 - last updated January 2020

1. What Personal Data HOSTGA holds on its members

HOSTGA holds any or all of the following personal information on each of its members:Address

Name
Date of Birth
Address
Telephone Number(s)
Email address(es)
Own website details (if applicable)
STGA status (if applicable)
Languages used for guiding
Availability in principle for guiding (e.g. periods in year, type of guiding undertaken)
Driver Guide status (if applicable)
Vehicle used (if applicable)
CPD status
Membership payment status
Membership payment details

2. Purposes for which we hold your Personal Data and use it, in accordance with your permissions

We hold your data for the following purposes:

Publication on the HOSTGA website, for the purposes of attracting guide bookings
Publication in the printed HOSTGA Directory, for the purposes of attracting guide bookings
For communication between HOSTGA members and between the Management Committee and the wider membership
Inclusion in the HOSTGA bulk mail system, for the purposes of: attracting guide bookings; facilitating communication between Members; facilitating communication between the Management Committee and the wider membership
Verification of your membership and CPD status

3. The basis on which we hold and use your Data

We hold personal data as supplied by you. We use your data in accordance with consent/permissions provided by you.

4. How we handle your Data

Members’ personal data is collated into a spreadsheet which is maintained and updated by the Management Committee member designated as Data Processor (currently the Webmaster) and is held on an external hard drive dedicated to HOSTGA material. It can also be accessed for information as required by the Chair and Vice Chair (for the purposes of communication with members); by the Treasurer (for the purposes of collecting membership fees and any other relevant payments as they arise); by the Webmaster (for the purposes of maintaining the website and producing the Directory); and by the Lead Member on CPD (for the purposes of administering the CPD Scheme).

5. How we store your Data

HOSTGA does not have its own premises or office systems. Members’ personal data is stored on a dedicated external hard drive held and administered by the Data Processor. Data may also from time to time be held temporarily on the personal systems of the Management Committee members detailed at paragraph 4 above and is in those circumstances subject to their individual digital security arrangements.

6. Your rights in relation to your Data

You may request at any time to see what data HOSTGA holds on you. Your individual data will be extracted from the spreadsheet and provided to you.
You may request amendment to your data or your permissions at any time. The website can be updated on a rolling basis, but the Directory can of course be amended only on an annual basis.
Such requests should be directed to the Data Processor (currently the Webmaster).
If/when you leave HOSTGA, your details will be removed from the spreadsheet, the website and the bulk mail system.

Use of Email Tracking Pixels

All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.

Data Processor

We, HOSTGA, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.

Use this form to send an email to another Member. You may only send to one Member at a time. Your registered email address will be passed on to this Member but you may also include alternative contact details.

Note: Emails sent via the website are not entirely private. A copy of every email is held on the database and this can be accessed by certain Association administrators using the Sent Emails page.

From

Alternative contact email

Another email address which the recipient can use to contact you.

Alternative contact details

Other contact details which the recipient can use to contact you e.g. phone number.

Subject

Message

Copy this message to my email address

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Regular

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Title

Description

Requested Membership Subscriptions

One or more of the requested Membership applications require approval. You will be emailed if your request has been approved and, at that point, you will be able to view and accept or reject the Membership offer and proceed with payment. will be emailed once the request has been approved and, at that point, they will be able to view and accept or reject the Membership offer and proceed with payment.

Subscriptions have been automatically approved and have been added to your basket. Please now proceed there to make payment.

Pay for Subscriptions

Reference	Name	Category	Costs
			Joining Fee Cost /	View Manage

Group Subscriptions

- :

You have requested one or more group Membership subscriptions. You should now use the register buttons below to add additional Members into the available slots.

No.	Membership
	One of:

Next Steps

GoCardless Direct Debit —

scheduled to be collected automatically by GoCardless. There is no need to record manually unless the GoCardless notification has been missed.

If you do record it: entering the GoCardless payment reference (e.g. PM...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Stripe —

scheduled to be collected automatically by Stripe. There is no need to record manually unless the Stripe notification has been missed.

If you do record it: entering the Stripe charge reference (e.g. ch_...) will allow the duplicate notification to be safely ignored. If you use an unknown or incorrect reference, myClubhouse may incorrectly mark the as paid when it processes the collection.

Scheduled Electronic Payment

scheduled to be collected automatically by . There is no need to record manually unless the provider's notification has been missed. If you mark it as paid and the automatic collection also succeeds, the payment may be recorded twice.

GoCardless Direct Debit Stripe — RE: : GoCardless Direct DebitsStripe paymentsPayments via are normally recorded automatically. There is no need to record manually unless has been missed. Please enter the exact payment reference where possible. Payments with different references must be recorded separately.

Payee

Paying User

Payment Date

Payment Method

Amount

Refunds may be recorded using negative amounts.

Payment Reference

Notes

Allocation to Due Payments

Select the due payments that are covered by this received payment.

Unallocated Amount

	ID	Purchaser	Purchase	Amount	Due Date	Allocated Amount
— scheduled for automatic collection
						£

No due payments.

Applied Discounts

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Error:

Subscription is .

Confirmed payments
Already recorded
To be recorded

Payment subscription(s):

— inactive

All payments are recorded, but the subscription is no longer active and at least one payment subscription is still marked active. Click Proceed to deactivate it and cancel any future due payments.

All confirmed payments are already recorded.

Payment on is for .

This amount doesn't match the sum of the payment subscriptions. Please enter how the amount should be distributed:

Payment Subscription	Suggested	Actual Amount

Total entered

Enter 0 for any subscription whose payment has not been collected — it will be marked inactive.

Actions performed:

No payments required recording.

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Privacy Policy

HOSTGA Privacy Notice to Members

1. What Personal Data HOSTGA holds on its members

2. Purposes for which we hold your Personal Data and use it, in accordance with your permissions

3. The basis on which we hold and use your Data

4. How we handle your Data

5. How we store your Data

6. Your rights in relation to your Data

Use of Email Tracking Pixels

Data Processor

Outdated Browser

Sandbox Mode

Privacy Policy

HOSTGA Privacy Notice to Members

1. What Personal Data HOSTGA holds on its members

2. Purposes for which we hold your Personal Data and use it, in accordance with your permissions

3. The basis on which we hold and use your Data

4. How we handle your Data

5. How we store your Data

6. Your rights in relation to your Data

Use of Email Tracking Pixels

Data Processor

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