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We have been asked for advice about keeping Club Membership records on computer. The following may be of use. (a) If you wish to score well on Swim 21 Club Management then you must have a membership database, with each members date of birth (so you can pay the correct ASA Registration fee), home address, next of kin contact details with (parents) work and mobile phone details, and medical notes. (b) if you have such information stored then you must, at the point of collecting the details, declare to whom you will disclose that information. A phrase such as 'This information will be used solely for the purposes of the Club, to make entries to swimming events held under ASA Rules, and to advice teachers/coaches accordingly'. (c) You then have a duty of care to tell people who need to know (Coaches, Team staff) about medical issues such as epilepsy, nut allergy, asthma, etc. (d) You would also be wise to notify all parents who signify a medical condition, about the ASA Doping protocols. (e) You also have a duty of care, and a responsibility under the Data Protection act, to keep the data safe. This means not only ensuring that you do not accidentally reveal confidential information, but taking good care of the data as well. Take steps to ensure that the information is correct. You should ensure that your computer cannot be 'hacked' (add firewall software especially if you have an 'always on' internet connection). The more likely threat comes from losing the information. Ensure that it is backed up properly so that in the event of a disaster it can be re-created on the same or another computer. Foreseeable disasters include disc failures, house fires, theft of computer, etc.- not to mention deleting the database by accident! (f) DON'T sell the membership list for marketing mailing... (f) In general if you use the information solely for the Club's purposes, you do not usually need to Register with the Information Commissioner (previously the Data Protection Registrar). However, if in doubt there is an interactive checklist on their web site click here. |
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