The ‘Why’s and What for’s’ of your BHCC Email Account (summarised)
“I don’t want another email account”, “I don’t want to use it”, “I don’t know how to set up an email account”, “Why can’t I use my own email account like I always have?”, “What’s the point?”, “Can’t be bothered with that!”
Why do you need it?
Let’s look at a scenario
You join another club, it has roughly 200 members. When you join they asked for your basic contact details (like we do), e.g. name and email address. You sign up and then they say “Oh by the way, we are going to send your email address to all the other members”. What would you say? Most people would not be too happy about that!
Before we had BHCC email addresses, if you as a committee member emailed the ‘all members distribution list’, you sent your personal email address to everyone on that list and the chances are some of those people you had never spoken to. Like that idea? Maybe some of those people still have your personal email address to this day. Maybe one day it will appear on facebook…
Scenario 2
As an organisation, any previous member is entitled to ask us what data we have about them, where it is and they can also request/demand that we delete it permanently.
So along comes a previous member and asks us that very question, our response would have to be something like:
“We sent your contact details to all members, it’s possibly still in their personal email boxes but we can’t delete it as we don’t have access to their accounts.”
So, why do you need it?
By having a BHCC email account, you do not have to disclose your own personal email account to any other member. As we also use mailchimp for our membership emailing, no member can see the email address of any other member. Therefore we are well on the way to protecting members personal data – including yours!
So whenever you email more than one other member from your BHCC email account, you should always use the BCC option to add their email addresses to. That way email address are not disclosed.
Also, if a previous member requests deletion of all their data, as we have full control of the email accounts, we can access and delete all user data (even if you subsequently stand down for the committee or leave the club entirely).
So along comes a previous member and asks us “What data do you have about me, where is it and I want you to delete it, permanently”
Our response would be:
“We have your data (name, email address and other information) in our own email accounts and also some stored in our website. Yes, we can delete all copies of your personal data completely”