Cobham Bottom Lake Project – Autumn 2021

Data Protection / Privacy Policy

Version 1.1. 

The Thameside Works Angling and Preservation Society (TWAPS) holds personal data about its Members for a number of reasons.

This policy sets out how TWAPS seeks to protect personal data and ensure that, with the authority of the Committee, the Membership Secretary and the Website Administrator understand the rules governing their use of personal data to which they have access. In particular, this policy requires these individuals ensure that the relevant compliance steps are addressed.

Does TWAPS need the individual Member’s express consent to store and use their personal information?
Yes. Members, or Junior Members’ parents or guardian, will be asked to give explicit consent when joining the Society or renewing Membership. Failure to give consent will result in not becoming, or continuing to be a Member.

What Members’ personal information is stored by TWAPS?
TWAPS stores individual Members’ first name, last name, full address and postcode, email address, land line telephone number, mobile telephone number, date of birth and whether or not the Member is disabled.

Why does TWAPS collect and store Members’ personal information?
TWAPS uses Members’ personal information solely for conducting TWAPS business. TWAPS needs to keep records of who its Members are and how old they are. From time to time, TWAPS keeps its Members informed by distributing, either by email or by post, newsletters and other TWAPS related notices. TWAPS has different categories of membership such as Junior, Adult, Disabled etc. which are based on either an individual Member’s age or having a disability.  TWAPS also keeps a list of any expelled Members who are not permitted to rejoin.

What does TWAPS do with the stored Members’ personal information?
TWAPS issues membership cards and, for new Members, identity cards using the information supplied on the membership form. TWAPS also communicates with members from time to time. Baliffs can also request certain Individual Member’s details from the Membership Secretary or Website Administrator when dealing with any disciplinary matters.

How does TWAPS store Members’ personal information?
TWAPS stores Members’ personal information in electronic from in a secure environment which is controlled by both the Membership Secretary and the Website Administrator. The data will be password protected and regularly backed up to a secure environment.

Who has access to TWAPS Members’ details and why?
The Membership Secretary maintains the database storing Members’ personal information, including the creating, updating and deleting these details. The Website Administrator, Society Secretary and a designated Committee Member can view these details but does not make any changes. The Membership Secretary uses this information to issue membership cards and identity cards. The Website Administrator, Society Secretary and designated Committee Member use this information to communicate with Members from time to time. Both the Membership Secretary and the Website Administrator respond to queries from Bailiffs when dealing with disciplinary matters.

How can individual Members see what personal information is stored about them?
Such requests should be sent to the Membership Secretary in the first instance, quoting the membership number and full name. A response containing all the Member’s details should be received within 30 days from receipt. The Membership Secretary may contact the individual Member for verification purposes. There is no charge for this service.

How can individual Members have their personal information stored by TWAPS updated?
Such requests should be sent to the Membership Secretary in the first instance, quoting the membership number, full name and requested changes. A response containing the amendments should be received within 30 days. The Membership Secretary may contact the individual Member for verification purposes. There is no charge for this service.

How can individual Members have their personal information stored by TWAPS removed?
Such requests should be sent to the Membership Secretary in the first instance, quoting the membership number, full name and requested removal. A response confirming the removal should be received within 30 days. The Membership Secretary may contact the individual Member for verification purposes. There is no charge for this service. The removal of individual Member’s details may result in that individual no longer being a member of the Society.

For how long will Members’ personal information be stored by TWAPS?
TWAPS will continue to store Members’ data for as long as individuals remain TWAPS members. Should a Member not renew their membership or leave the Society, their details will be kept for a further 12 months, unless the Membership Secretary receives a request to have the individual Member’s details removed.

Which other individuals or organisations have access to TWAPS Members’ personal information?
TWAPS users a third party mailing list provider, currently Your Mailing List Provider (YMLP), to send emails to Members. TWAPS Members’ personal information will not be shared, sold, rented or otherwise disclosed to any other individual or organisation (with the exception of the third party mailing provider) without individual Member’s express written consent, or unless ordered to do so by a court of law.

Code of Conduct

All members of the Society are expected to maintain a standard of behaviour:

 Consideration should be given to the public and other Members present at all times.

 Abusive or offensive language in any form will not be tolerated.

 Threats of, or actual, violence or other acts against another person will be considered as Gross Misconduct.

 Possession or consumption of alcoholic or other intoxicant or illegal substances is prohibited on all fisheries and will be considered Serious or Gross Misconduct.

 Loud music or any behaviour that causes a disturbance is prohibited.

 No dogs are permitted except registered assistant dogs unless otherwise stated in the individual fishery bye-laws.

 Fires and Barbecues of any description are not permitted on any Society fishery. Portable stoves are permitted with the exception of Shorne Country Park where no naked flames are permitted. Heaters where permitted must be filled and refilled off site.

 Where a lock or gate is provided, Members must ensure they are secured or closed behind them when entering or leaving the fishery.

 Transferring of fish between the lakes (except at the discretion of the Committee) is forbidden. Fish not to be held above knee height at any time.

 All wildlife to be given full consideration at all times.

 Any act that places a Member or other person at risk of injury or death will be considered Serious or Gross Misconduct.

 Any act that presents a risk to or causes damage to Society or Fishery property will be considered Gross Misconduct.

Disciplinary Procedure

Document version 1.1. Last updated 28th February 2024

1 General Disciplinary Process

1.1 Minor faults or shortcomings in behaviour should normally be dealt with informally by a Committee Member or appointed Bailiff with a view to reaching agreement on the improvement required.

1.2 Informal warnings will not form part of the Disciplinary Procedure.

1.3 The Disciplinary Procedure is intended to provide a formal framework to deal with the situation where an individual’s conduct falls below acceptable standards and to ensure fair and consistent treatment of all members in such circumstances.

2 Discipline in the field

Where a Society Bailiff finds a member infringing the Society Rules or Bye-laws, the following actions will apply:

2.1 If an offence is deemed to be unintentional or not serious enough to warrant a written warning, the Bailiff may issue a verbal warning. Further offences following a verbal warning may result in a written warning being issued.

2.2 If a rule or bye-law infringement is deemed severe enough to warrant more than a verbal warning, the following process will result.

2.2.1 For a first offence which is deemed to warrant a formal warning, the Bailiff will clip the membership card once. Where the member’s documentation is in electronic form, the Bailiff will document the event and report the offence to Head Bailiff.

2.2.2 For subsequent offences or where the offence is deemed to be more serious, the membership card will be clipped a second time. Where the member’s documentation is in electronic form the Bailiff will inform the member of the severity of the offence, which will then be documented and reported to the Head Bailiff.

2.2.3 For a third offence that is deemed to warrant a written warning, or where the offence is deemed to be gross misconduct the offender’s Membership Card will be clipped three times. The bailiff will confiscate the offender’s membership card and ID card and the member will be advised that they are suspended subject to the formal Disciplinary Process. Where the member’s documentation is in electronic form the offender will be advised of the severity of the offence and that their membership is suspended pending the formal Disciplinary Process. The offence will then be documented, the member will be required to sign acknowledgement of the written report, and the Bailiff will send the report to the Head Bailiff.

2.2.4 Upon receipt of a report of misconduct resulting in a formal warning, the Head Bailiff may, at their discretion, advise all Bailiffs of the warning and it’s severity.

2.2.5 In the event of gross misconduct, the formal Disciplinary Process will be instigated.

2.3 For all infringements, the Bailiff will be required, at the time of the offence(s), to record the event and to inform the member which rules or bye-laws have been transgressed.

3 General principles for the operation of the formal Disciplinary Process

• Formal disciplinary action should not be taken until the matter has been investigated.
• Where an allegation of misconduct is made against a member, the member may be suspended from all Society activities while an investigation is carried out. The member should be informed that suspension is a neutral act, that it is not a disciplinary penalty and does not imply guilt.
• The member should be advised of the allegations against them and have an opportunity to state their case before any formal disciplinary decision is made.
• The member should be provided, with any written copies of evidence and relevant witness statements in advance of a disciplinary meeting.
• At every stage of the formal disciplinary procedure, the member will have a right to be accompanied at any disciplinary meeting by another Society member.
• A member should not be dismissed for a first breach of the Rules and Bye-laws subject to the discretion of the Committee.
• The member concerned will have the right to appeal against any formal disciplinary penalty.

4 Formal Disciplinary Process

4.1 The Committee should set out in writing to the member, the alleged conduct or other circumstances which have led the Committee to contemplate formal action and the member should be invited to a meeting to discuss the matter.

4.2 Disciplinary meeting

• The meeting should not take place until the member has been informed of the basis for the grounds given in the original notice of formal action and the member has had a reasonable opportunity to consider their response to such information.
• At the meeting the Committee should explain the complaint against the member concerned and go through the evidence that has been gathered.
• The member must take all reasonable steps to attend the meeting. In the event of their non-attendance, the matter will be dealt with in their absence.
• After the meeting the member will be informed in writing of the Committee’s decision.
• At any meeting under the Disciplinary Procedure the member concerned should be given the right to be accompanied by another Society member to act in a supporting capacity but such companion may not usually answer questions on behalf of the member subject to the procedure.
• The member concerned has the right to call witnesses or ask questions of any witnesses called by the Committee.

4.3 Right of Appeal

• If the member wishes to appeal they should inform the Society Secretary in writing within the time frame stated in the decision notice. The member should set out specific reasons for the appeal.
• Where appropriate the appeal may be referred to the next Annual General Meeting of the Society to which the member will have the right to attend. Following such an appeal, the member shall be informed in writing of the final decision as determined at the General Meeting.

5 Disciplinary Sanctions

As part of any disciplinary procedure, where the Committee considers it appropriate to do so, they may impose a disciplinary sanction or penalty appropriate to the severity

5.1 Verbal warning

If the member’s conduct does not meet acceptable standards, they may be given a formal verbal warning.

5.2 Written warning

If the offence is more serious or if there is insufficient improvement after a verbal warning a written warning may be given. This will set out the nature of the misconduct.

5.3 Ban, Suspension or Termination of Membership

Where there is continued misconduct, or the offence is considered to be Gross Misconduct, the Disciplinary Process may result in the member receiving a ban for a specified period or being expelled from the Society.

5.3.1 Matters which may be considered Gross Misconduct may include, but not be limited to:

• dishonesty, theft and fraud from the Society or its members and or others.
• deception, for example making untrue statements in membership applications or falsifying expenses incurred on behalf of the Society, etc.
• vandalism or sabotage of Society equipment and property
• fighting, or seriously disruptive behaviour or offensive or abusive language.
• serious misuse by of computer, email and internet systems, including posting to Society websites or social media.
• misuse of Society financial or other confidential Society information.
• acts of bullying, harassment or discrimination.
• being in possession of or under the influence of alcoholic drinks, illegal drugs or other intoxicants
• misconduct which may bring the Society into disrepute.
• serious breaches of the Societies policies, procedures and safety rules.
• deliberate or serious damage to property or causing loss, damage or injury through serious negligence.
• deliberate actions or use of equipment that is likely to cause serious risk to fish, flora and fauna.