Clubs Data Privacy Statement
we collect and why
By joining the IBM Club, you agree that your personal information may
be retained and used for the purposes of running IBM Club. Such information
will not be used for any other purpose. The personal information retained
by local IBM Clubs may include:
• Your IBM personnel number - to uniquely identify you.
• Your name and e-mail address - to facilitate contact with you
on IBM Club business.
• Your address and telephone number, should you choose to provide
them and would prefer to be contacted on Club business by post and/or
phone as opposed to email (Retirees only).
• Details of IBM Club events and meetings that you attend, including
details of payments made by you for such attendance. This is to enable
Clubs to complete event reconciliations.
• Details of IBM Club subsections to which you subscribe, including
details of payments made by you for such subscriptions. This is to ensure
your membership subscriptions are up to date and the Club has an accurate
membership listing for that Subsection.
As described above, the collection of Personal Information is for the
purposes of Club administration processes only and is therefore for the
legitimate interests of the IBM Club as the Data Controller. Furthermore,
the gathering of the above personal information is necessary in order
for the IBM Club to effectively communicate Club events with Club members.
You have a right to object on grounds relating to your particular situation.
Please contact the
EmployeeClubMembership@uk.ibm.com (for employees) or RetireeClubMembership@uk.ibm.com
in the first instance.
How we collect your data
Your data is collected from your completed application form for joining
the IBM Club.
For employees, by
completing the online form on w3, your details are subsequently provided
by the HR system. The data is then collected and kept as part of a master
membership list (containing details on all IBM Club members) and individual
membership lists (containing details on members affiliated to a specific
For Retirees, Pensions
Trust provided a view of all Retiree members as of the 1st April 2018.
Since then, data is collected directly from new Retiree members when they
complete an application form.
When do we
share your data and with who?
The master membership list is shared with a small number of representatives
from each Club, primarily to check eligibility for attending events. For
example, if an IBM employee from North Harbour, would like to attend an
event at IBM Basingstoke Club, the Basingstoke Club would need to consult
the master membership list to see if that IBM employee was a Club member,
and if so, which Club they’re affiliated.
A further membership
list is generated specific to each Club, which is made available to nominated
Committee members of each Club. This specific individual list forms the
basis for a distribution list for Club events.
It should be noted
that Club Committees and therefore Club representatives include both IBM
employees and IBM retirees.
Where we store
Both the master and individual membership lists are password protected
files stored on Box and the password is provided separately to the Club
representatives. Access is carefully monitored and controlled via regular
CBN checks (Continued Business Need)
How long do
we keep your data for?
Every new membership list supersedes the previous and any earlier version(s)
will be deleted. If you decide to leave the IBM Club, your details will
be deleted from the membership list effective from the 6th of the following
month after the request is received (if received in time for payroll cut-off
for employee members).
You have the right to ensure the data we hold is accurate, the right to
see the data we hold on you and the right to delete your data as appropriate.
Please contact EmployeeClubMembership@uk.ibm.com for employee members
if you require further information on this.
Right to Lodge
In the event you consider
our processing of your personal information not to be compliant with the
applicable data protection laws, you can lodge a complaint:
• Directly with IBM by using this [here].
• With the competent data protection authority. The name and contact
details of the Data Protection Authorities in the European Union can be
Who is the
For the purposes of
the EU General Data Protection Regulation (GDPR), the controller of your
personal information is the IBM subsidiary (legal entity) that employs
you, are where you are working for or on whose location you are working,
with which you are collaborating, or which you are advising.
In readiness for GDPR, the UK IBM Clubs have taken the following actions:
1) Updated the Data
Privacy Statement on:-
- all application forms
- all available websites, both internal and external
2) Provided clear
guidance to Club Committees on the following:-
- Data handling
- Data retention
- Data transfer
Search for “Regulation
(EU) 2016/679: GDPR online
of the beginning of April 2018, the eligibility criteria for a "Retiree"
member has changed and as a result, there will no longer be an Associate
Member category. The new criteria is as follows:
A "Retiree" member is any ex-IBM employee with 10 years of service
who has attained minimum pension age for their plan regardless of Pension
Plan or whether they're in receipt of their Pension.
In addition, the fee structure is also changing. Retiree Clubs will be
free for all "Retiree" members and Local Clubs (otherwise known
as Employee Clubs) will be subscription based. It should be noted that
"Retirees" who have been informed that they're entitled to free
membership to an IBM Club (primarily those who have left IBM on a Defined
Benefit pension scheme) will continue to have free membership, regardless
of which Club they affiliate with.
Therefore "Associate" members who paid an annual subscription
and were a member of a Local Club, will continue to pay a membership ,
but will be known as "Retirees" going forwards as opposed to
"Associate" members. If you haven't already paid, your subscription
is now due.
"Associate" members who paid an annual subscription and were
a member of a Retiree Club, will no longer be required to pay a subscription
and will simply be known as "Retirees" going forwards. If you've
already paid your subscription, you will be due a refund.
If for some reason, you believe you are no longer eligible, please talk
to your Club in the first instance, and contact the firstname.lastname@example.org
in the second instance. There is an exception process; if a Club would
like to authorise a new joiner who doesn't fit the criteria above, a case
should be presented to the IBM Trustee for approval via the Oversight
Manager. Any approved exceptions will be documented for audit purposes.
The purpose of these changes are to make the definition of a "Retiree"
more inclusive, more fair and equitable to those on non-Defined Benefit
pension plans, in addition to levelling the playing field between "Employees"
and "Retirees" in local clubs.
To join or leave IBM Club, or to change the local club to which you are
affiliated, please send an e-mail to RetireeClubMembership@uk.ibm.com.
Please also use this e-mail address to notify any changes in contact
details, in particular your e-mail address.
If you benefit from an IBM defined benefit pension please also remember
to inform the IBM Pensions Trust at email@example.com.
To join or leave IBM Club, or to change the local club to which you are
affiliated, please send an e-mail to RetireeClubMembership@uk.ibm.com,
copying the local club with which you wish to affiliate. Once your eligibility
has been confirmed you make payment directly to your local club, who in
turn notify the IBM Club administrator when your subscription payment
is received. Associate membership subscriptions fall due in January with
those joining during the year paying £2 per remaining whole or part
month. Subscription reminders will be sent out in January each year to
those who have provided an e-mail address. Associate memberships not renewed
by February will lapse and lapsed members removed from the monthly UK
IBM Club membership list.
The various categories of IBM Club membership are defined in the constitution.
Choosing a club
All IBM Club members, whether they are still employed by IBM or are IBM
retirees, have the right to choose with which local club they affiliate,
whether that be one of the six retiree clubs, or a club associated with
a current or historical IBM location.
Depending on where you live there may be more than one local club whose
events you may wish to take part in. You may only affiliate with one local
club, but clubs operate a policy whereby any member can apply for events
run by any club. In making up your mind with which club to affiliate you
should review the events of the candidate clubs and decide between them
on the basis of which club's events you are most likely to attend. If
your attendance pattern changes, or you move location, you can easily
change your affiliation.
on Membership of the IBM Clubs
This web site provides
a starting point for finding out what you need to know as an IBM employee
or an IBM retiree about membership of IBM Clubs and the benefits that
go with it.
of a deceased IBM Retiree club member who was an eligible member of the
IBM Club should fill in the following Dependant
Membership form and send to RetireeClubMembership@uk.ibm.com.
All applications should
be sent to IBM Human Resources who will pass on your details to the UK
Club Administrator who will send details to your chosen club.