Guild Database Project Team

A small project team was set up as part of the Guild Action Plan, reviewed at the 2019 AGM, to look again at creating a Guild Membership Database. Previous attempts had proved too costly, so a cheaper, simpler solution was required. There was also a requirement for the Guild to be GDPR compliant.

The project team members are:

  • Master – Pete Jordan
  • Vice-Master – Allan Yalden
  • Hon General Secretary – Adrian Nash
  • Safeguarding Officer – John Davey
  • Mike Winterbourne (as Immediate Past Master)
  • Andrew Glover (for the Guild Communications Team)
  • Roger and Cathy Booth (for IT support)

Objectives of the project

  1. To set up a mechanism to reach a greater proportion of the membership than existing social media (The Guild Facebook page has 299 subscribers, but a significant number live outside the Guild. Win-Port has 213 members). The Guild has almost 1,500 members.
  2. There will be a membership database hosted on Google forms/sheets covering all members. Once added to the membership database, members will receive an invite to join a separate communications database, hosted on Mailchimp.
  3. To avoid communications messages becoming ‘junk mail’, those on the communications database will opt in only to receive relevant correspondence, which will be filtered by a predetermined list of ‘interests’.
  4. Create a Communications database on Mailchimp allowing members to sign up to receive communications of interest to them and also allow them to unsubscribe to any areas not of interest.

GDPR regulations came into effect in May 2018 so we are long overdue obtaining the consent of all of our members to hold personal data such as names, addresses, email address and phone numbers published in the Guild Annual Report or on the Guild website, or held by Guild and District officers.

The first part was to obtain approval from the Guild Executive for the project, and to adopt a GDPR compliant Privacy Policy. This was approved in November 2019.

The second part was the introduction of the online Guild Membership Database consent form to replace a previous paper version. This is being rolled out.

Further stages will include the establishment of a communications database for members to opt into, and working with Districts to enhance direct communication with members and make the collection of subscriptions and the production of the Annual Report easier and more accurate.

The project team can be contacted via comms@wpbells.org