Data Protection

Provided the club is recording and storing personal data for the club’s own objects and such data will not be forwarded to any third parties, there is no requirement for a club to register under the Data Protection Act. However, the club must still comply with data protection legislation and it is usually advisable for clubs to register for the following reasons:

  • Any club using a CCTV system should register under the act in order that images recorded may be used as admissible evidence in a court of law.
  • If the club employees staff and runs their own payroll containing employees personal information.
  • If the club stores members other personal details such as a member’s age or occupation. However, details of members’ names, addresses and contact details such as telephone numbers and email addresses may be kept by a club on a computer or manual files providing the data is for the club’s own objects, without needing to register under the Data Protection Act.

The Data Protection Act regulates the processing of information concerning individuals held by a ‘data controller’. In a club, the Secretary would be regarded as the data controller. The object of the Act is to protect an individual’s right to privacy and ensure the accuracy of personal data that is held either in computerised form or manual records held in a ‘relevant filing system’.

An explanatory leaflet can be obtained from Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.