Membership contact details updating Policy Ref Number 15
This Policy gives guidance regarding the steps to take when the Trustees decide that there are potential and/or unacceptable errors in the data held regarding membership contact details.
A review concerning the need for implementing this Policy will take place at least annually.
The normal membership details held if available are :
Name
Address
Telephone numbers
E mail address
Date of joining
The last full review of membership details was after the AGM questionnaire responses were collated in March 2018 and this task completed in December 2018.
At this point the Trustees were confident that all details were up to date as far as we could estimate.
The Membership secretary and the General secretary have the main responsibility for this task, when it is required, and the following steps are for guidance only and various options may be chosen based upon the potential errors and risks etc. The Trustees will decide upon the steps to take.
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Posted communication to each address with a return questionnaire enclosed.
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E mail members where possible for information – but NOT showing the blanket mail addresses to all – only their own individual e mail. [Data Protection].
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Telephoning members to attempt to make contact .
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Making general enquiries with other members who may have knowledge of the ‘missing’ personal details. Using phone or e mail generally.
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General announcement at the AGMs requesting information.
Motion carried? Yes/No - At TMM dated : 8.4.2019 All 7 agreed
This now formally implemented as a policy ? Yes
Signed for as completed and now a controlled document.
R Bainbridge [Gen Sec] Dated ----- Yes RB 9.4.2019 Reviewed RB Nov 2022
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