Following the implementation of the General Data Protection Regulations (GDPR) in May 2018 all Branches should be considering how they protect the data of their members as failure to comply with GDPR can result in reputation damage to the RBL and financial penalties. One way to ensure that Branch Officers do not fall foul of these regulations is by using the Membership Administration Portal (MAP). This portal is a quick way to access membership listings, communicate with other Branch officials and store files. The Membership Administration Portal (MAP) also ensures smooth transition from retiring Branch officers and those succeeding them as the e-mails issued relate to the role and not individual persons thus enabling the new officers to follow any e-mail trails and discussions held relating to them.

E-mails and MAP log-in details are available from the Hampshire Membership Support Officer by email. Once the log-in details are obtained the lay-out of the MAP is simple with a large amount of information available relating to a wide range of topics including quick start guides of how to navigate the portal as well as application forms for a number of membership related areas.

Branch Officers are strongly encouraged to embrace this important development. If any branch should experience difficulties when accessing and implementing this portal then they should contact Hampshire MSO or Hampshire Training Officer who will provide support on the use of MAP and the associated software.

Note:

Administrative notices, e.g. minutes, agendas, details of meetings and events can be sent without specific consent. This is because administrative communication is based on member’s legitimate interest. E.g. the membership offer includes governance rights – if you don’t inform the member about the Branch AGM, you will deny them these rights.

It’s only if you send marketing/fundraising communications (e.g. telling a member about a new jewellery collection in the Poppy Shop, advertising products or service that they can purchase, or explicitly asking a member for a donation) that consent is required. In this case you have to check the communication preferences on the membership listing on O365 and use the channel that they have opted into.

You also don’t need explicit consent to communicate with your Committee members. Again, this is based on the legitimate interest and the responsibilities that come with the appointment. If Committee members couldn’t contact each other they wouldn’t be able to fulfil their role. We have added a sentence to the MS1 and MS1A form to make it clear that Officers, Committee members and other appointments’ contact details will be used for communications between Branch Officer/Committee Members, and for communications from TRBL staff relevant to their role.

I hope this helps you to understand that the majority of your branch communications should not change, but you do need to be aware of what your members’ contact preferences are.