Here at the Highdown Hillwalking & Mountaineering Club we take the privacy of our members’ data seriously, and the information that you provide to us will only be used to:

·        tell you about Club activities
·        arrange walks, trips and other activities organised by the Club
·        process your application to join the Club
·        communicate with you about your membership
·        record financial transaction with the Club

Photographs taken on Club activities may be published on our web page or used on other promotional material only after specific consent from the Club members concerned has been obtained.

You have the right to ask for a copy of the information we hold about you. If you should find any of the information we hold is incorrect then you should promptly notify the Club Membership Secretary and we will correct the inaccuracy. You are in control of your personal information and data.

The Club will never share or sell your data without your prior permission.

What we record

Your name, postal address, email address, contact phone number(s) and date of birth (where supplied). This is your basic personal data. We record the date and amount of the Club subscription paid, and other payments and receipts (mostly for trips) – your financial data. We will also record Club trip-specific personal data such as dietary requirements, first aid qualifications and emergency home contact details. This is your sensitive personal data.

How We Record Data

All personal and financial data are stored electronically in encrypted databases except data held for a short period for the purposes of specific trips. The data are stored on a local personal computer and secure cloud storage and file backup. Only the Membership Secretary will be able to access your basic personal data. The Membership Secretary, Treasurer and Auditor may access your financial data. Only the Trip Organiser and Club Home Contact may store and access your sensitive personal data.

How We Use Your Data

Within the Club

Basic personal data may be shared with other Club members to allow Club activities to be arranged. Club members will not share any personal data of any other Club member with any outside person or organisation without prior consent of that member. Basic personal data are reviewed annually to ensure they are correct and relevant. Sensitive personal data will be used in case of incidents, illness or accidents during a trip and will be deleted on completion of that trip.

Financial data are only shared with the Management Committee, the Trip Organiser (where appropriate) and Auditors of the Clubs accounts.

External to the Club

As a BMC-affiliated club we will provide your name, contact details and date of birth to the BMC so that they can administer your membership of the BMC, including your combined liability insurance cover. The BMC will use your data to communicate with you about your membership. The BMC will contact you to invite you to create a ‘Member Profile’ which, amongst other things, allows you to set and amend your privacy settings. More information about how the BMC uses data can be found at www.thebmc.co.uk/privacy.
We use MailChimp’s email marketing service for Club emailing, new member enrolment and GDPR online consent evidence. This means that basic personal data will also be stored on MailChimp’s secure online servers.

Summary of Committee Roles

Chairman
- Plan and run annual meetings (Committee; AGM; Planning)
- Ensure the Club sticks to priorities and policies
- Spokesperson for the Club

Treasurer
- Collect and distribute funds
- Keep financial records
- Manage bonk accounts

Secretary
-Administration
- Information and Programme
- Email communications

Membership
- Respond to new members
- Collect fees and keep records
- Link to BMC

Website
- Develop and maintain the Club website

Publicity
- Develop external links to promote the Club

Name
The Club shall be known as:
HIGHDOWN HILLWALKING & MOUNTAINEERING CLUB which may be abbreviated to HIGHDOWN HMC.

Aims
The aims of the Club are:
To provide opportunities for the enjoyment of mountain, hill, and other remote areas in Great Britain and abroad.

Membership
Membership of the Club shall be open to adults 18 years of age and over who wish to take part in Club activities and have been approved for Club membership.

Management
The Club shall be managed by a committee consisting of the 6 elected officers.

Officers
The Officers, who shall be elected annually at the A.G.M. shall be:

- Chairman;
- Treasurer;
- Secretary;
- Membership officer;
- Website officer;
- Publicity officer.

Duties of the Committee
The duties of the Committee shall be:

a) to hold an Annual General Meeting of the Club members;
b) to meet as required, but at least twice per year (April and September), the quorum at committee meetings being three Officers;
c) to keep the Club accounts, which shall be certified and presented to the A.G.M.;
d) to determine charges for activities and membership fees;
e) to approve the Club’s programme of activities;
f) to stimulate interest in the Club;
g) in accordance with the procedure recommended by the BMC, to terminate the membership of any member whose conduct is considered prejudicial to the good name of the Club.

Other Matters
No alteration shall be made to this constitution other than at the A.G.M., notice of any proposed alteration having been given to the Committee and Club members in advance.

Club members may offer themselves for committee service and a ballot will be held, if necessary, before the formal election of officers at the A.G.M.

The Committee may fill vacancies in its membership by co-option.
 
The Club Members have resolved that the Club shall affiliate to the BMC. Therefore the Members acknowledge and agree that they become Club members of the BMC and that the Club shall pay the appropriate subscription on behalf of each Club member included in the return filed by the Club with the BMC, and, in the event of the BMC being wound up, shall pay the sum of not more than £1 on behalf of each member included in the return filed by the Club with the BMC at any time within the preceding period of one year pursuant to the guarantee comprised in clause 6 of the Memorandum of Association of the BMC. The members further acknowledge and agree that upon the Club being affiliated to the BMC and each becoming a Club member of the BMC that they will each be bound by the Memorandum & Articles of Association of the BMC.

The Club is affiliated to the British Mountaineering Council, and any persons who are listed as Members on the Club Membership list are insured for liability claims made by third parties for any Club activities.

As mountain activities are potentially hazardous, members are strongly recommended to make their own insurance arrangements for personal accident and medical expenses; individual membership of the BMC provides this cover.

There is no insurance provided for members’ personal possessions.  Members are advised to cover these under household insurances for journeys away from home.

The responsibility for insuring motor vehicles lies with the owners and drivers. Members must be aware that the law requires unlimited third party cover on your car or minibus.