Data Collection

Following a decision at the 2024 AGM, the Association is implementing a on-line membership management system to help us to keep track of our members, to collect subscriptions and to help keep members informed of news and events.

We have chosen to use membermojo.co.uk, a system already used by a number of ringing organisations. To prepare for this, District Membership Secretaries are working on uploading necessary data about all our members to the system. The Association already holds most of the data we need (see below) but Membership Secretaries may need to contact members to collect some additional items.

The additional item most often needed is an email address. membermojo supports automatic subscription renewals using reminders issued by email, supports on-line payments and email lists, and allows members to login to view and where appropriate maintain the data we hold about them. All of these features depend on our having an up-to-date email addresses for members (or at least for someone managing their membership - for example a parent for a child). Members who do not want to supply a email address or to engage with on-line payments do not need to do so though we hope most members will, not least to make things easier for Membership Secretaries. Members will always have the option to opt-out of any mailing lists.

The data collected and uploaded will be held securely and used only for legitimate Ely DA purposes in line with the Association's Privacy Statement. Our contract with membermojo contains appropriate provisions to maintain the security and confidentiality of the data as set out in membermojo's General Data Protection Regulation page and the pages linked from that.

Neither the Ely DA nor membermojo will sell or transfer your personal information to other organisations or mailing list except to provide additional membership management service as described here and under appropriate privacy policies. Access to most data will be restricted to the individual member themselves, to District Membership Secretaries and to other members with an appropriate need. Data already published in the Annual Report will be made available to other members of the Association in a on-line directory.

The data we are uploading to membermojo for each member of the Association is:

• Name (and previous names where known)

• Email Address (optional but very helpful)

• Landline and mobile phone numbers (where available)

• Membership category (Ringing Member, Junior Ringing Member, etc.)

• Date of birth for Junior Ringing Members

• Member's choice for Annual Report delivery (on-line, printed)

• Home Tower and District

• Additional Home Tower and District (for the few members with joint membership)

• Year elected

• Name of Parent or Guardian (for Junior Ringing Members, where available)

• Date membership expires

• Date of upload to the system

The system is able to store additional data that we will not initially upload:

• Donations by Senior Ringing Members in lieu of paying a subscription

• Proposer (for new members)

• User-supplied notes (e.g. 'Association Webmaster', 'Tower Captain at St Foobar's', etc.)

• Notes supporting membership management

• Last renewal date

• Site role (Member, Admin, etc.)

• Membership state (Pending Approval, Active, Expired, etc.)

• Various flags controlling email delivery

Once the system is live each member will be able to see, and where appropriate modify, the data we hold about them.