Member Group Data Policy


GDPR, Regulation (EU) 2016/679, imposes significant sanctions on organisations who breach data protection law.

Volunteers are extremely important to the functioning of BCS and this policy reduces the amount of risk that our volunteers take on during the day-to-day running of their groups.

Under data protection law, both the outgoing Data Protection Act 1998 and the incoming GDPR, BCS has an obligation to all of the data subjects whose data is processed by us to ensure that operational measures are taken to ensure the security, safety and privacy of the personal information we use to provide services to our members and ensuring the rights and freedoms of all data subjects who entrust their data to BCS.

This policy is designed to minimise risks while maximising our functionality.

Key Documents

Pol 122 v1. BCS Member Group Data Protection Policy and Procedures (pdf)
This is the main policy document designed to explain the “dos and don’ts”. We’ve tried to make it as clear as possible and incorporate procedures on how our groups need to operate going forwards.

Pol 122a v1. BCS Member Group Data Policy FAQ (pdf)
We’ve taken feedback from our community and put together an FAQ document which covers the most common scenarios that we find in our groups. This is designed help you consider some of the things you may currently do with data and help you understand how this may need to change going forwards. This is a working document designed to be added to and developed as new and different situations are raised so that groups may share their practice and help each other.

All chairs must acknowledge that they have read and agree to complying with the policy.

Join a Q&A session with an expert

To support you through any changes you may need to make to your current practices, we’ll be running some Q&A sessions where you can join a ‘Go to Meeting’ hosted by one of the Swindon team and a GDPR subject matter expert from within our community. This is an opportunity to clarify anything you are unsure of and ask questions in a confidential discussion forum. We will also use your feedback here to further develop our policy and FAQ. We would strongly encourage you to book on to a session and submit questions in advance so that we can tailor the session to your needs.

Dates currently available are:

  • Thursday 17th May at 6pm
  • Friday 18th May at 6pm
  • Friday 1st June at 6pm

To book on any of the above sessions:

Remember – We are here to help

Your community coordinator is here to help you. If you are unsure at all about your compliance with the policy, please you Coordinator in the usual way or by