Woodford Green Speakers - Privacy Policy

Woodford Green Speakers Toastmasters Club cares about privacy. This notice explains how the club collects your personal data, how it is used, conditions under which the data may be disclosed to others and how it’s kept secure

Our club holds personal information for the purpose of running the club and the benefit of members and guests. We work to ensure that the data is held in compliance with all appropriate data regulations, the Data Protection Act 1998, General Data Protection Regulation (GDPR) and Data Protection Bill 2017-2019.

Below is a summary of what information we hold, where it is held, who has access to it and why. We work to ensure that anybody we share the data with treats it appropriately.

If you have any concerns or questions please contact the committee at [email protected]

Who is in charge

Woodford Green Speakers is a social club run by members for the benefit of members. It is closely affiliated with Toastmasters International, a non-for-profit organisation headquartered in the USA.

The club is managed by a committee that consists of:

  • President
  • Vice President of Education
  • Vice President of Membership
  • Vice President of Public Relations
  • Vice President of Mentoring
  • Treasurer
  • Club Secretary
  • Sergeant at Arms

And also appointed persons such as:

  • IT Support

The committee can be contacted via our email account [email protected]

What information we collect

We may ask for different types of information about you depending on your relationship with the club. Below are the key relationships and the information collected for each one.

Guest Information

We ask guests to provide their name and email address only although it is not compulsory to provide these.  This information is not shared outside of the committee, and is purely held for following up on your experience at the club and informing you about future meeting and about membership and joining the club.

If you are registered at www.toastmasterclub.org  and are doing a role at a meeting (such as General Evaluator or a Guest Speaker) we will also request your EasySpeak username so you can be added to our agenda (on EasySpeak at http://woodfordgreenspeakers.toastmasterclub.org)

Prospective Members

If after visiting our club a guest decides to join, then we will collect:

  • Full Name
  • Email Address
  • Postal Address
  • Gender (Male / Female / Other)
  • Phone numbers (mobile/home)

    This information will be captured and shared with Toastmasters International (TMI) and their web portal at www.toastmasters.org.  For full participation in activities of the club it is necessary to join Toastmasters International (TMI). Our VP of Membership will assist you with paperwork needed to join TMI, registration with TMI and payment of membership dues.

    Club Members

    After becoming a member, we will create an account for your on EasySpeak (https://toastmasterclub.org/), which allow you to schedule your club meeting speeches and roles and to be kept up to date with club news. If you are a member of another Toastmasters club we will link your membership to that account.  EasySpeak is a shared resource between the clubs you belong to and you.  You can see, update and delete the information as needed within the My Profile section of the website.

    We retain the information collected from you when you were a prospective member. We track information such as your mentors and your mentees and progress with educational programme and participation in club activities, including voting on club matters during elections and throughout the year.

    Award Winners and Club Officers

    If you are elected as a club officer or happen to win an award, we would like to take a photo at an award handover. As a club we would like to share such photos with club members, guests and others interested in the club through e-mails and social media. We will do this only if you provide an explicit consent for our use of your photo in such way.


    Membership and participation in club activities is open to adults aged 18+ only. We do not sell, offer or provide any services to children. We do not knowingly collect personal information from children below 18.

    Website Visitors

    Our website at https://wgs.toastmastersclubs.org does not collect personal information from users but does use cookies. Please see the Cookie Policy for our hosting provider GoDaddy.

    Who has access to your information

    As a club we work on protecting your personal data. One of measures is limiting access to your data to club committee members and functionaries that need to know it for performing their role such as:

    • A Contest Chair  (the contact details of the contestants)
    • A Mentor/Mentee (the contact details of their Mentee/Mentor respectively)
    • A special event organiser.

    We also share information with several third parties (such as TMI and EasySpeak) as detailed below.

    Where the club stores data

    Below is a list of locations where this club stores personal data and who has access.

    Please note that we may add locations to this in the future by agreement with the club committee and notification of our members.

    Toastmasters International

    We share your information with Toastmasters International (TMI) when you decide to become a member.  TMI maintains and stores the information listed above.  Being a member of TMI is a part of being a ‘Toastmaster’.  You can view their privacy policy on their website; https://www.toastmasters.org/footer/privacy-policy

    Note that the TMI website (www.toastmasters.org) is where you will access the online training program Pathways and other educational materials.

    You agree to receive email and postal communications from Toastmasters International when we complete the registration process on your behalf. Once we have registered you with TMI you can manage the privacy settings for your personal information and opt-out of receiving information from TMI by post or email at any time

    easy-Speak Ltd

    EasySpeak is a Toastmasters meeting management site run by easy-Speak Ltd.  You can see their privacy policy here: EasySpeak Privacy Policy

    Note, whilst the information held may be created on your behalf the information is fully manageable and controlled by you and any clubs you are a member of.

    Google Docs/ Dropbox

    Woodford Green Speakers uses Google Drive and Dropbox to share club organisational information.  By default only club officers (and incoming club officers) can access this information.  Certain files may be shared with other club members to support specific needs.  We are moving towards using Google Docs for club documents as access can be controlled and revoked easily.

    Email accounts

    We have a single club email account [email protected] accessible by the committee.

    Social Media – Facebook / Twitter / Website

    Our club has a social media presence.  We may post articles naming members such as speech or evaluation winners at meetings and other club news.  Your name will be mentioned only if you provide explicit consent for the club to share your name on social media and online. Your photos will be shared only if you provide explicit consent for the club to share your photos on social media and online.

    WhatsApp Group

    Our club maintains two invite only WhatsApp groups for club business.  A general members group and a club officers group.

    WhatsApp is a messaging and data sharing tool provided by WhatsApp Ireland Limited. WhatsApp Privacy Policy can be found at WhatsApp.com Privacy Policy

    How long do we keep hold of your information?

    If you cease to become a member of this club, or you are visitor to this club and in either instance have not had contact with the club for more than 90 days, we will contact you to ask whether you wish us to continue to hold your personal information. If we do not hear from you within 30 days we will delete your personal information from as soon as possible after the 30 day period.

    Please, note this only applies to data the club holds directly or via service providers. Please, refer to Privacy Policies of Toastmasters International and easy-Speak Ltd for their respective policies on keeping your information.

    Your Rights

    Under the data protection regulations you have a number of specific rights as specified here GDPR Article 13

    To summarise you have the right to:

    • Know who is holding your data (details above)
    • Know who to contact: [email protected]
    • Know what data we collect and what we do with it (see above)
    • Who we share information with and why (see above)
    • You have the right to ask us what information we hold on you.
    • You have the right to update or rectify inaccurate, incomplete or out of date data we hold on you
    • You have the right to ask us to delete your information
    • You have the right to withdraw consent to direct marketing communication.
    • You have the right to raise a complaint with the ICO – https://ico.org.uk/

     If you have any complaints, please email us at [email protected]. If you have raised a complaint with us and are still dissatisfied, you may report your concern directly to the Information Commissioner’s Office.


    HistoryV1.0 – created 15/01/2019