Meridian Speakers 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 President Abi Adeoye.
Meridian Speakers is a social club run by members for the benefit of members. It is a Toastmasters club formed under charter – it is part of an umbrella organisation 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 Education
• VP Membership
• VP Public Relations
• VP Mentoring
• Club Secretary
• Sergeant at Arms
• and also appointed persons such as IT Support
The committee can be contacted via email, shown on Easyspeak under Our Club.
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.
The club collects your name, address, phone number and email, via your membership application. This information is used for a variety of club-related purposes, but mostly to keep you informed of club and organisational news. The information will be retained for as long as you would like it to be, and you always have the right to ask the club to remove any of the information from our records. We do not collect or hold any financial information of members.
A. Guest Information
Face to Face Meetings
From visiting guests we ask for name and email address and mobile number only. (N.B. guests are not required to provide this information). This information is not shared outside of the club, and is purely held for following up on the guest experience at the club and future meeting dates and joining. This information is used by the Vice President Membership, after the meeting, to email details about the club and the next meeting. The mobile number is only used to text in case of an email address being hard to read. It is not used to make contact by phone unless a guest has called us and requested a call back. The Vice President Membership shreds the sign in sheet when the emails have been sent.
If you are a visiting Toastmaster and are doing a role at a meeting (such as GE) we will also request your EasySpeak username so you can be added to our agenda
We request your email address so that we can send you further information after the meeting. This is voluntary and your data is deleted when further information is sent.
B. Prospective Members
If after visiting our club a guest decides to join then we will collect:
• Full Name
• Email Address
• Postal Address
• Phone numbers (mobile/home)
This information will be captured and shared with Toastmasters International (TMI). When you join a club you become a member of two organisations, your local Toastmasters club and TMI.
C. Club Members
After becoming a member, we will create an account for you on EasySpeak allowing 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 can see, update and delete the information as needed. We also track information such as your mentor and speech progress.
Membership and participation in club activities is open to adults aged 18+ only. We do not sell, offer or provide any services to children therefore we do not collect personal information from children below 18.
WHO HAS ACCESS TO YOUR INFORMATION?
In general only some of the Club officers have direct access to your email address.
Members’ phone numbers are available on EasySpeak. If you would like your phone number only to be available to club officers you can change this yourself (Top right, profile, club member view) or request that the VP membership changes it. This will however mean that you will miss out on communication by the WhatsApp group.)
As a club we work on protecting your personal data. One of the 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.
These are operated via Zoom. We use the Waiting Room option and our Zoom software is updated regularly to include all new security features. Zoom’s GDPR compliance policy can be found here: https://zoom.us/gdpr .
WHERE THE CLUB STORES DATA
Below is a list of locations this club stores personal data and who has access.
N.B. the TMI website (www.toastmasters.org) is where you will access the online training program.
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. Only your name, email address and phone number is stored on EasySpeak and your email address is only seen by some club officers.
SOCIAL MEDIA – FACEBOOK / TWITTER / WEBSITE
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 and may include photographs of members. Therefore photos/videos/screenshots may be taken at our meetings. Please notify the president or Toastmaster if you do not wish to be photographed or filmed.
If you do not wish to appear in our social media feed or do not wish to be photographed at a meeting please tell the Vice President Public Relations or the President.
Our club maintains two invite only WhatsApp groups for club business. A general members group and a club officers group. Being a part of the WhatsApp group means that your phone number is available to other members.
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.
COMMUNICATION WITH EACH OTHER
Members are expected to reflect the core Toastmaster values of integrity, respect, service and excellence in all communications with each other whether face to face, by email, text, phone call or WhatsApp.
HOW LONG DO WE KEEP HOLD OF YOUR INFORMATION?
If you cease to become a member of this club, or you are a 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: (details above)
• 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/
• All club members have a responsibility to use any data they have appropriately. They are expected to show respect for other club members in all their communications whether face to face, email, WhatsApp or text message.
• Full details of the Toastmasters code of conduct are here. https://themeetingroom.toastmasters.org/codeofconduct
THIRD PARTY WEBSITES
Our website includes hyperlinks to and details of third party websites. We have no control over and are not responsible for the privacy policies and practices of third parties.
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Cookies that we use
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Please let us know if the personal information that we hold about you needs to be corrected or updated.
• We may update this policy from time to time by publishing a new version on our website.
• You should check this page occasionally to ensure you are happy with any changes to this policy.