Sara - Surrey committee recently asked for email addresses for all CPSA members that reside in Surrey, in order to email them with County Championships dates and to encourage more of them to attend. The official response from HQ was, we cannot give you that list as it contravenes the Data Protection Act and only the CPSA are authorised to send that type of communication, when it was pointed out to the CPSA that the Surrey CPSA (Committee) comes under the CPSA this was met with, "it doesn't matter". In fact it does matter and it matters a lot, how on earth do HQ think the Counties are going to get more people to participate if there is no way to reach them directly, PULL is about as much good as a chocolate tea pot for that sort of thing so stupidly we thought about a mailshot!!
CPSA or something different
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Two very simple solutions:
1. The CPSA HQ should provide a service to send mails on behalf of a county to all its members - very simple to implement.
2. The CPSA should change the opt-in rules for email addresses to ensure that counties can send emails from an official [email protected] mailbox
However, they do need to be very careful of who has their email addresses - as the county committees are voluntary, most are run from personal email boxes with little security - I would not want my personal email being shared between HQ and a county rep using an AOL or Hotmail account....
1. The CPSA HQ should provide a service to send mails on behalf of a county to all its members - very simple to implement.
2. The CPSA should change the opt-in rules for email addresses to ensure that counties can send emails from an official [email protected] mailbox
However, they do need to be very careful of who has their email addresses - as the county committees are voluntary, most are run from personal email boxes with little security - I would not want my personal email being shared between HQ and a county rep using an AOL or Hotmail account....
Alan Rowley
Well-known member
Alan Rowley
Well-known member
We did a similar thing in shropshire a few years ago. The only way round a mail shot is, you lick the stamps, place them on a blank envelope, then put the flyer in with the dates, and send the lot to CPSA HQ ( they did tell us how many paid up shropshire shooters there were) they stuck the members address on the envelope, and we waited.... They were posted, arrived, and then not one single county member responded, two weeks of phone calls and mither.
Hope you have a better response from your members ran we did
Hope you have a better response from your members ran we did
Hotshot100
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@ Matt ......No1...they already do...as noted by Alan above and on another post by me.
No2 is a great idea.
@Madmatt ....if you ask Pete at HQ he will send you a list of all those in your county who have agreed for their info to be passed on.
No2 is a great idea.
@Madmatt ....if you ask Pete at HQ he will send you a list of all those in your county who have agreed for their info to be passed on.
sarachambers
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This cropped up in Warks because of the CPSA attitude in this area - we got people to sign that we could hold ther data. I have always been sceptical as to whether it is necessary at all.
For the avoidance of doubt, I am not a data protection lawyer and my knowledge is very basic in the area. However, from my very sparse knowledge of the area, I am not entirely sure why the counties and regions cannot be given this data and do wonder whether the CPSA should get specific advice on this question as it .
My first issue with the policy is that under the articles, the counties and regions are subcommittees of the CPSA (a company) and I can see no reason why a subcommittee of a company cannot be given this data as the sub-committes are the CPSA (although maybe thats not how the DPA works?).
Even if the subcommittees are not the CPSA for the purpose of the DPA (I dont know), i do not see why the CPSA as data controller, cannot pass the information to the counties and regions as data processors for the purpose of telling members information about shooting in their region - I am sure all regional and county shoots fall within the objects of the CPSA. My rather ropey understanding of the legislation is that it can be used for this purpose.
If they haven't (maybe they have - Nicola may know?) I think that this is an area where for once it would be worth the CPSA paying for formal legal advice from a DPA specialist (ie not from the honorary solicitor or anyone who isn't specialist in the area) and getting an answer. My guess is that there is a strong chance that they can pass the emails and telephone numbers down to the regions - and if they get advice to that effect, it would be money well spent and help the regions and counties to reinvigorate their members!
For the avoidance of doubt, I am not a data protection lawyer and my knowledge is very basic in the area. However, from my very sparse knowledge of the area, I am not entirely sure why the counties and regions cannot be given this data and do wonder whether the CPSA should get specific advice on this question as it .
My first issue with the policy is that under the articles, the counties and regions are subcommittees of the CPSA (a company) and I can see no reason why a subcommittee of a company cannot be given this data as the sub-committes are the CPSA (although maybe thats not how the DPA works?).
Even if the subcommittees are not the CPSA for the purpose of the DPA (I dont know), i do not see why the CPSA as data controller, cannot pass the information to the counties and regions as data processors for the purpose of telling members information about shooting in their region - I am sure all regional and county shoots fall within the objects of the CPSA. My rather ropey understanding of the legislation is that it can be used for this purpose.
If they haven't (maybe they have - Nicola may know?) I think that this is an area where for once it would be worth the CPSA paying for formal legal advice from a DPA specialist (ie not from the honorary solicitor or anyone who isn't specialist in the area) and getting an answer. My guess is that there is a strong chance that they can pass the emails and telephone numbers down to the regions - and if they get advice to that effect, it would be money well spent and help the regions and counties to reinvigorate their members!
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Exactly Sara.
I said for years that they should pass the uptodate info down to the regions so that they can encourage the membership to get involved with shooting in the county. Fell on deaf ears. So like many counties we build our own data base.
How can we grow a sport if we do not know 'who' is in our counties.
It does not need addresses...it just needs a contact number or an 'uptodate' email address. Then members who join the CPSA will not feel out on a limb. Most do not turn up to the County Championships because they feel that it is out of their league....not good enough....if only they knew..!! They could be shooting for a county team very quickly...especially the ladies and juniors and vets.
So peeps....if you are a CPSA member....contact your county committee and ask for a list of their county shoots ...and go and have a go....you might be pleasantly suprised...!
..........true story :wink:
I said for years that they should pass the uptodate info down to the regions so that they can encourage the membership to get involved with shooting in the county. Fell on deaf ears. So like many counties we build our own data base.
How can we grow a sport if we do not know 'who' is in our counties.
It does not need addresses...it just needs a contact number or an 'uptodate' email address. Then members who join the CPSA will not feel out on a limb. Most do not turn up to the County Championships because they feel that it is out of their league....not good enough....if only they knew..!! They could be shooting for a county team very quickly...especially the ladies and juniors and vets.
So peeps....if you are a CPSA member....contact your county committee and ask for a list of their county shoots ...and go and have a go....you might be pleasantly suprised...!
..........true story :wink:
Stuart Oldman
Member
I can confirm as mentioned above that if requested we will send any mailshot for a County or Region to members, whether by post or email. We will quote for copying, stuffing and post etc. its not new we have always done this, so no licking of stamps by committee members required. Currently we will provide region and county officials only with details of those members that have given us permission to do so. I will however check with the information commissioner if we could provide phone numbers and emails whether or not we have permission, unless of course a member specifically says no (and they do). One concern could be that we would be providing personal information off site for which we have no control over its security.
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sarachambers
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Hi Stuart - I think when you speak to the Information Commissioner it is worth stressing the point that the regional and county committees are sub committees of the CPSA itself, and not separate bodies - and that the members would only be contacted for the purpose of CPSA (ie shooting) business. I do appreciate the point about information security, but that could be addressed - perhaps specific individuals could be given access to a database on the CPSA server? Perhaps an option would be that emails may only be sent through that server (ie if the regions were given [region]@cpsa.co.uk email addresses and could log in to send such emails so that there is no risk that the individual email addresses could be used through personal email accounts on external servers? Having a more direct process may make it more accessible to the regions/ counties to mail shot as appropriate?
Just as an IT point - I would build this from the centre outwards...
1. Make 'County' Distribution Lists on the CPSA mail system - all shooters with a validated email address that have opted in for 'midshire' are added to 'midshire DL'
2. Call them '[email protected]'
3. Only allow emails to be sent from one SPECIFIC email address in each region - so, if I was secretary for 'midshire' - only email from [email protected] would be bounced to midshire
4. Voila - only one person in each region has the ability to send a mail to the county shooters, CPSA maintain the lists and have total security, CPSA manage who can send to the whole county. All shooters in the DL are put in the bcc field so no email addresses get shared.
No-one needs to EVER have the full list, no-one can abuse the system as the mails are restricted to the one 'user' per county. No release of PII or email addresses is needed.
PS I have worked with Data Protection for 20 years - and have been on a number of courses on how to handle PII - up to and including classified information and credit card data.
I reckon a half days work to build - depending on the CPSA email system.
Happy to discuss further if anyone wants details on HOW to do this.
1. Make 'County' Distribution Lists on the CPSA mail system - all shooters with a validated email address that have opted in for 'midshire' are added to 'midshire DL'
2. Call them '[email protected]'
3. Only allow emails to be sent from one SPECIFIC email address in each region - so, if I was secretary for 'midshire' - only email from [email protected] would be bounced to midshire
4. Voila - only one person in each region has the ability to send a mail to the county shooters, CPSA maintain the lists and have total security, CPSA manage who can send to the whole county. All shooters in the DL are put in the bcc field so no email addresses get shared.
No-one needs to EVER have the full list, no-one can abuse the system as the mails are restricted to the one 'user' per county. No release of PII or email addresses is needed.
PS I have worked with Data Protection for 20 years - and have been on a number of courses on how to handle PII - up to and including classified information and credit card data.
I reckon a half days work to build - depending on the CPSA email system.
Happy to discuss further if anyone wants details on HOW to do this.
Stuart Oldman
Member
Hi Matt & Sara, I will look into all of this but so much of it will become easier once we have a modern membership CRM system in place with easier data reporting & extraction etc. It won't be quick but It is on my list along with plenty of other priorities. I won't forget.
Thanks Stuart.
Thanks Stuart.
Stuart Oldman
Member
UPDATE:
It is already in our development plan to provide a nominated Region/County official with a secure system to email their members. It's not imminent but will happen. In the meantime just ask and we will do it on behalf of a County/Region. Currently this will only be available to those members that have given us permission. We need to look at members terms & conditions on joining/renewal to turn this around to a default 'Opt In'.
It is already in our development plan to provide a nominated Region/County official with a secure system to email their members. It's not imminent but will happen. In the meantime just ask and we will do it on behalf of a County/Region. Currently this will only be available to those members that have given us permission. We need to look at members terms & conditions on joining/renewal to turn this around to a default 'Opt In'.
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