NUSAC Data Protection Policy

Storage Locations

Data provided by members, and potential members are stored in the following four locations:

1. For Try Divers the liability waiver form is stored by the poolside in the marked folder
2. Membership information, and training records are held online on the membership database
3. Personal contact details provided to the Dive Manager on a dive trip are held by the Dive Marshall.
4. The medical form which is filled in annually by members, is kept by the Vice President along with the paper BSAC subscription receipt and the signed new member records form.

Retention Time

Data is stored only as long as necessary, the following is NUSAC procedure:

1. The liability form is held for a minimum of 3 months, in case of any come back, and no longer than 12 months. Forms are destroyed when 'expired'.
2. Data is held and updated for the duration that a member is part of the club.
   • When a member has 'expired' from the club their details are erased except for their name and email address, since some 'expired' members wish to receive the newsletter and email circulars. If you email the Vice President they will remove you from the email distribution list, and additionally if you are an expired member and request to not receive the emails NUSAC will remove your records entirely from the database.
   • 'Potential' members who initially show interest in the club, but decide not to follow it up will have their details kept for minimum of 3 months, (incase they change their mind), and no longer than 12 months. Thereafter will be deleted from the database.
3. Personal contact details are kept for the duration of the dive trip. Once the trip has concluded (without incident) the Dive Manager will destroy the contact details.
4. The medical form is destroyed annually when a member renews providing a new form. In the case where a member becomes 'expired' their paper copies of the forms, and all records are kept for a minimum of 3 months, in case of any come back, and no longer than 12 months, and then destroyed.

Access to data

• Any member can obtain a copy of the information held by NUSAC on them. Email the Vice President any you will receive this information.
• The online records database is held on a secure area of the website with restricted access to committee members only.

Data Stored

The following data is stored on the online database, which is provided via the NUSAC membership form, the medical self declaration form, and the BSAC renewal forms:

• Name
• Address
• Telephone Number (s)
• Email address
• Date of Birth
• Training records
• Next of kin details
• Renewal dates (medical, BSAC and NUSAC)
• Membership status