Tube Talk Toastmasters
Tube Talk Toastmasters Club cares about privacy. This notice explains how the club collects your personal data, how it is used, the conditions under which the data may be disclosed to others and how it’s kept secure.
Our club holds personal information for the purpose of running the club and the benefit of members and guests. We work to ensure that the data is held in compliance with all appropriate data regulations, the Data Protection Act 1998, General Data Protection Regulation (GDPR) and Data Protection Bill 2017-2019.
Below is a summary of what information we hold, where it is held, who has access to it and why. We work to ensure that anybody we share the data with treats it appropriately.
If you have any concerns or questions please contact the Tube Talk Toastmasters committee at firstname.lastname@example.org
Who is in charge
Tube Talk a social club run by members for the benefit of members. It is closely associated with Toastmasters International (TMI), a non-for-profit organisation based in the USA.
The club is managed by an elected committee that may consist of:
VP Public Relations
Sergeant at Arms
And also appointed persons such as:
IT /Social media / PR Support
The committee can be contacted via our email account: email@example.com
What information we collect
We ask for different information about you depending on your relationship with the club. Below are the key relationships and the information collected for each one.
From visiting guests we ask for name and email address only. This information is not shared outside of the committee and is purely held for following up on your experience at the club and informing you about future meeting and about membership and joining the club.
If you are registered at www.toastmasterclub.org and are doing a role at a meeting (such as General Evaluator or a Guest Speaker) we will also request your EasySpeak username so you can be added to our agenda on the EasySpeak platform, a tool to manage meetings and other aspects of the Toastmasters clubs educational activities. You can locate Tube Talk here:
If after visiting our club a guest decides to join, then we will collect:
Gender (Male / Female / Other)
Phone numbers (mobile/home)
This information will be captured and shared with Toastmasters International (TMI) and their web portal at www.toastmasters.org. For full participation in activities of the club it is necessary to join Toastmasters International (TMI). Our VP of Membership will assist you with paperwork or electronic form that is needed to join TMI, registration with TMI and payment of membership dues.
After becoming a member, we will create an account for your on EasySpeak (https://toastmasterclub.org/), which allow you to schedule your club meeting speeches and roles and to be kept up to date with club news. If you are a member of another Toastmasters club we will link your membership to that account. EasySpeak is a shared resource between the clubs you belong to and you. You can see, update and delete the information as needed within your ‘My Profile’ section of the website at https://toastmasterclub.org/profile.php?mode=editprofile
We retain the information collected from you when you were a prospective member. We track information such as your mentors and your mentees and progress with educational programme and participation in club activities, including your voting on club matters during elections and throughout the year.
Award Winners and Club Officers
If you are elected a club officer or happens to win an award, we would like to take a photo at award handover. As a club we would like to share such photos with club members, guests and others interested in the club through e-mails and social media. We will do that only if you provide an explicit consent for our use of your photo in such way. A verbal request for your consent is made by the person taking the photo(s) at each instance or occurrence.
Membership and participation in club activities is open to adults aged 18+ only. We do not sell, offer or provide any services to children. We do not knowingly collect personal information from children below 18.
Who has access to your information
As a club we work on protecting your personal data. One of measures is limiting access to your data to club committee members and functionaries that need to know it for performing their role such as:
A Contest Chair (the contact details of the contestants)
A Mentor/Mentee (the contact details of their Mentee/Mentor respectively)
A special event organiser.
We also share information with several third parties (such as TMI and EasySpeak) as detailed below.
Where the club stores data
Below is a list of locations this club stores personal data and who has access.
N.B. We may add locations to this in the future by agreement with the committee and notification of our members.
N.B. the TMI website (www.toastmasters.org) is where you will access the online training program Pathways and other educational materials.
You agree to receive email and postal communications from Toastmasters International when we complete the registration process on your behalf. Once we have registered you with TMI you can manage the privacy settings for your personal information and opt-out of receiving information from TMI by post or email at any time
Note, whilst the information held may be created on your behalf the information is fully manageable and controlled by you and any clubs you are a member of.
Google Docs/ Dropbox
Tube Talk uses Google Drive and/or Dropbox to share club organisational information. By default only club officers (and incoming club officers) can access this information. Certain files may be shared with other club members to support specific needs.
We have a single club email account firstname.lastname@example.org accessible by the committee. This may contain personal information, especially during new member registration. All official club business emails should preferably go through this account rather than via personal accounts. However it may naturally be your preference to email committee members and other Tube Talk Toastmasters club members via their own email accounts for expediency as you get to know them personally. You would need to contact such individuals directly to exercise your GDPR rights in connection with your email communications with themas individuals, if necessary.
Social Media – Facebook / Twitter / Website / other Social Media platforms
Our club has a social media presence. We may post articles naming members such as speech or evaluation winners at meetings and other club news. Your name will be mentioned only if you provide explicit consent for the club to share your name on social media and online. Your photos will be shared only if you provide explicit consent for the club to share your photos on social media and online.
Our club maintains invitation only WhatsApp groups for club business. A general members group and a club officers group. Occasionally temporary groups are created for specific projects, again invitation only, then deleted when their purpose has been fulfilled.
We maintain a meetup group for announcing club dates and meeting information. Unless we ask for registration for special events no personal information is stored here. If we have a special event we might ask for Name, email, club as appropriate.
How long do we keep hold of your information?
If you cease to become a member of this club, or you are visitor to this club and in either instance have not had contact with the club for more than 90 days, we will contact you to ask whether you wish us to continue to hold your personal information. If we do not hear from you within 30 days we will delete your personal information from as soon as possible after the 30 day period.
Please, note this only applies to data the club holds directly or via service providers. Please, refer to Privacy Policies of Toastmasters International and easy-Speak Ltd for their respective policies on keeping your information.
Under the data protection regulations you have a number of specific rights as specified here:
To summarise you have the right to:
Know who is holding your data (details above)
Know who to contact: email@example.com
Know what data we collect and what we do with it (see above)
Who we share information with and why (see above)
You have the right to ask us what information we hold on you.
You have the right to update or rectify inaccurate, incomplete or out of date data we hold on you
You have the right to ask us to delete your information
You have the right to withdraw consent to direct marketing communication.
You have the right to raise a complaint with the ICO – https://ico.org.uk/
If you have any complaints, please email us at firstname.lastname@example.org. If you have raised a complaint with us and are still dissatisfied, you may report your concern directly to the Information Commissioner’s Office.
V1.0 – created 01 Aug 2020