Emergency Contact Information and Communications

Purpose: The purpose of this policy is to establish guidelines for the collection and use of emergency contact information and communications for members of the Gravesend Regatta Society in the event of illness or injury, as well as for regular updates and information about Society activities.

Scope: This policy applies to all members of the Gravesend Regatta Society.

Collection of Information: Emergency contact information will be collected as part of the membership registration process. Each member will be required to provide the name, relationship, and contact information (phone number and email) of at least one emergency contact.

Storage and Access: Emergency contact information will be stored in a secure database, and access will be limited to authorised personnel.

Use of Information: Emergency contact information will be used in the event of an emergency, such as illness or injury, to contact the designated emergency contact.

Regular Communications: The Society will use the email and other contact information provided by members to send regular updates and information about Society activities, including notices of meetings and the distribution of papers for the Annual General Meeting (AGM).

Individuals' rights: Each member has the right to access and correct their emergency contact information and communication preferences at any time. They also have the right to know who their information will be shared with.

Confidentiality and Security: The Gravesend Regatta Society will ensure the confidentiality and security of emergency contact information and communication preferences by implementing appropriate security measures such as encryption and password protection.

Compliance: The Gravesend Regatta Society will comply with relevant laws and regulations, such as the General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA), as well as the requirements set out in the Governing Document.

Training: All members of the Gravesend Regatta Society will be trained on this policy and procedures.

Regular Review: This policy will be regularly reviewed and updated as necessary to ensure compliance with laws and regulations.