Please note the following:
- the Murvi Club’s role is restricted to supporting the organiser in arranging the event and publicising it to members
- the fact that a member may organise an event does not place them under any liability
- the Murvi club will not be liable for any financial loss by members due to cancellation of all or part of an event or any planned activity
- every person taking part is individually responsible for:
- ensuring their own safety
- taking out appropriate insurance to cover accident, breakdown, illness or other eventuality
- carrying the documents required for foreign travel
- familiarising themselves with driving laws and rules of each country visited
We suggest that members place details of next of kin behind the drivers sun visor where they can be located in the event of illness during a rally
The Murvi Club
1 The name of the association is The Murvi Club.
2 The aims of the association are to provide support, friendship and recreation amongst owners of Murvi motor caravans.
3 Membership is open to owners of Murvi motor caravans and past owners at the discretion of the management committee. Application for membership shall be by means of a form prescribed by the management committee giving such information as may be required. ‘Member’ means both applicant and spouse or partner. A member shall be entitled to one vote at meetings.
Only members may attend rallies limited to a maximum of 5 days held under the association’s exemption certificate issued under Paragraph 6 of the First Schedule to the Caravan Sites and Control of Development Act 1960. Membership must have been granted in advance of attendance at any event and be for a longer period than that associated with only one event.
4 The management of the association in accordance with the terms of this constitution shall be in the hands of an executive committee which will consist of five members elected at the Annual General Meeting or Special General Meeting called for that purpose.
The executive committee shall elect the officers.
The executive committee may:
- Appoint any member to fill a vacancy
- Appoint additional members above the five elected
- Decline a membership application or expel a member if they feel it is in the best interests of the association
- Set joining fees, subscriptions or occasional charges.
- Agree and ensure compliance with the rules of the conduct of rallies.
5 Communications and decisions of the executive committee will normally be circulated by email to members unless the executive committee agrees otherwise. Postal communications may be used for those members without email, but a charge may be levied.
6 The executive committee may open bank accounts in the name of the association, or may authorise members to hold the association’s money in cash or in a member’s private bank or Paypal account, subject to clear records being kept and published to members. The association’s financial year shall run from 1st January.
7 An Annual General Meeting (A.G.M.) will be held, not later than 15 months after the previous A.G.M. Members will be given at least 4 weeks notice of the A.G.M. and can submit motions for debate up to 2 weeks prior to the A.G.M. The agenda will be distributed one week prior to the A.G.M. Members not able to be present at the A.G.M. may appoint a proxy, or may submit their voting intentions to the secretary. A simple majority of valid votes will be deemed sufficient to decide all questions.
8 A Special General Meeting may be called by the executive committee, or by the request of five members in writing to the secretary, on the same terms as the A.G.M., except that only the items listed for discussion in the notice calling the meeting may be debated.
9 Changes to this constitution may be made at an A.G.M. or Special General Meeting. The proposed changes shall be included with the notice calling the meeting. The meeting is required to vote to accept the changes as specified or reject them completely.
10 All members are required to observe the association’s code of conduct.
11 In the event of the association being wound up, any funds remaining will be given to a charity or charities authorised by not less than two members of the executive committee. If there is a deficit, all members will share the costs up to £10 per member.
The Murvi Club Code of Conduct
1. The Murvi Club (the organisation) shall appoint one named member (the “rally marshal” or “responsible person”) to be responsible for the conduct of any exempted touring caravan or camping event and for ensuring that those attending comply with this code.
2. The responsible person must ensure that all members are aware of The Countryside Code, The Caravan Code and The Seashore Code (see Annexes 1a -c).
3. The organisation will take reasonable steps to satisfy themselves that the site to be used is not subject to a relevant order under paragraph 13 of the First Schedule to the 1960 Act (for caravans), or an Article 4 direction under Schedule 2 to the Town and Country Planning (General Permitted Development) Order 1995 (for caravans and camping), and that it is not one where planning permission has been refused or where enforcement action has been taken.
4. The organisation will consult the local authority before meeting on land adjacent to sites for which planning permission has been granted (i.e. next to permanent or commercial sites).
5. The organisation will agree to move from and avoid any site to which the local authority maintains a valid objection.
6. The organisation will not meet on sites adjacent to certificated locations/sites unless the proposed site is clearly differentiated and the risk of interference with local people and other users is minimal.
7. The organisation will take reasonable steps to ensure that the siting of units (a caravan, motor home, tent or trailer tent) does not unduly interfere with the activities of local people, their privacy or their enjoyment of their property. They will also ensure that the siting of units does not interfere with the enjoyment by others of the landscape, natural beauty or nature conservation value of the area, particularly in areas designated for their landscape or wildlife qualities.
8. The organisation will undertake not to over-use any venue and will consider carefully before holding successive meetings on the same land.
9. Local people should be able to carry on their normal activities when meetings are in progress. The organisation will take reasonable steps to minimise disturbance and will investigate and deal with the causes of any complaints made.
10. Care should be taken not to damage the site or the surrounding locality. Trees, fences, buildings, equipment and stock should all be respected.
11. Domestic animals belonging to members of the organisation will be kept on a lead and under close control. They will not be allowed to run loose on the site or cause disturbance to local people or animals. They will be exercised away from units and those parts of the site used for communal activities. Any mess will be cleared up.
12. The responsible person will identify open space suitable for the playing of games which might otherwise intrude upon or constitute a danger or annoyance to others on or around the site.
13. Noise should be kept to a minimum for the comfort of others on the site as well as people who live or work nearby.
Road Safety and Access
14. The responsible person will take steps to ensure that travel from major roads to a proposed site is not likely to cause undue disruption or difficulties for other road users. Access to the site must be suitable for the number and likely size of units attending the meeting. The arrival and departure of units should be arranged to minimise disruption to other road users.
15. The speed of vehicles on the site should be restricted to 5 mph.
Spacing and Density
16. For health and safety purposes emergency vehicles must be able to secure access at all times to within 90 metres of any unit on the site. As such, units should be well spaced and sited so they do not restrict access to, or exit from, any other unit or the site in general. See Annex 1d for further advice on spacing issues.
17. Open fires and barbecues will not be held except with the permission of the responsible person. Where permission is given for open fires or barbecues, they will be sited on open ground, away from units, vehicles, awnings and any other structures.
18. A fire extinguisher approved to British Standards Institute and/or Fire Officers Certificate standards will be held on site.
Chemical Toilets and Waste Water Disposal
19. Organisations will act responsibly when disposing of the contents of chemical toilets and waste water and take full account of the need to safeguard water supplies and prevent the pollution of rivers and streams.
20. On-site disposal of the contents of chemical toilets and waste water will be in accordance with arrangements agreed with the site owner/occupier. Neither will be allowed to foul the ground except at designated disposal points. If there is any doubt about the disposal of waste, the organisation or, if appropriate, the responsible person will contact the relevant Local Authority for advice.
21. Organisations should ensure that refuse is either taken home or disposed of in accordance with on-site arrangements. The rally marshal should be satisfied that appropriate arrangements are in place
Code of Conduct The Murvi Club including annexes
Scope of the Policy
This policy applies to the work of The Murvi Club. The policy sets out the requirement that The Murvi Club must gather personal data for membership purposes. The policy details how personal data will be gathered, stored and managed in line with data protection principles and the General Data Protection Regulation (GDPR). The policy is reviewed on an ongoing basis by The Murvi Club Executive Committee members to ensure that The Murvi Club is compliant. This policy should be read in tandem with The Murvi Club’s Privacy Notice.
Principles of the Data Protection Regulations
Article 5 of the GDPR requires that personal data shall be:
a) processed lawfully, fairly and in a transparent manner in relation to individuals;
b) collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c) adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d) accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e) kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of the individuals; and
f) processed in a manner that ensure appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
Article 5(2) requires that:
a) the controller shall be responsible for, and be able to demonstrate, compliance with the principles.
The reason for the policy
To ensure that The Murvi Club:
a) Complies with data protection law and follows good practice
b) Protects the rights of members
c) Is open about how it stores and processes members data
d) Protects itself from the risks of a data breach
Lawful, fair and transparent data processing
The Murvi Club requests personal information from potential members and members for the purpose of sending communications about their involvement with The Murvi Club. The Murvi Club have determined that the lawful basis for holding and processing data on members is Legitimate Interest and that The Murvi Club is a Data Controller. The Murvi Club has completed a Legitimate Interest Assessment to confirm that this is the lawful basis of processing that it is the best fit for our purpose. The forms used to request personal information will contain a link to a privacy notice informing potential members and members as to why the information is being requested and what the information will be used for. The Executive Committee of The Murvi Club will seek to ensure that member information is not used inappropriately. Appropriate use of information provided by members will include:
a) DistributingThe Murvi Club’s newsletter and other documents relevant to The Murvi Club.
b) Advising about The Murvi Club’s activities.
c) Renewing annual membership.
d) If a member chooses, communicating with other members by using the e-mail chat line.
e) If a member chooses, having their name, post town, landline and mobile telephone numbers, email address and Murvi vehicle registration number shared with other members.
f) If a member registers for a Murvi Club rally, informing other members registering for that rally of the member’s name, landline and mobile telephone numbers, email address and Murvi vehicle registration number.
Members of The Murvi Club will only be asked to provide information that is relevant for membership purposes. This will include:
a) Forename(s) and Surname(s)
c) Landline and mobile phone numbers
d) Model and vehicle registration number of their Murvi motor caravan
e) Email address
f) Choice whether their details will be shared with other members
g) Choice whether they wish to be included in the email chat group
Accuracy of Data and Keeping Data up to Date
The Murvi Club has a responsibility to ensure members’ information is kept up to date. Members will be asked to let The Murvi Club know if any of their personal information changes.
Accountability and Governance
The Murvi Club Executive Committee is responsible for ensuring that The Murvi Club remains compliant with data protection requirements and can evidence that it has. The The Murvi Club Executive Committee shall ensure that new members joining the Committee receive an induction into how data protection is managed within The Murvi Club and the reasons for this. The Committee will review data protection and who has access to information on a regular basis as well as reviewing what data is held.
Secure Storage and Processing
The Murvi Club has assessed that the data held on members by The Murvi Club is readily available from many other sources and that therefore the harm that could be caused to any individual by loss or theft of the data as held by The Murvi Club is insignificant.
The Murvi Club ExecutiveCommittee members have a responsibility to ensure that data is both securely held and processed. In consideration of the risk of harm to individuals caused by unauthorised or unlawful processing or by accidental loss of data as being insignificant; the following will apply:
a) Granting access of personal data of members to those on the Executive Committee who need to communicate with membersor require the information for the legitimate management of the Murvi Club.
b) Granting access of personal data of members for a limited time to members not on the Excecutive Committee to carry out tasks in furthering the aims of the Murvi Club.
c) Passing personal data of members to Murvi Motorcaravans Ltd so that they may communicate directly with members in the event of product recalls and to be able to send information about the company no more than once a year.
d) Using password protection on electronic devices that contain or access personal information.
e) Using password protection or secure cloud systems when sharing data between Executive Committee members.
Data Processing by a Third Party
The Murvi Club will enter into a written contractual relationship with terms that satisfy GDPR requirements for employing a data processor, when a printer, distributor and data processor is employed to facilitate the posting to members’ home addresses material relating to The Murvi Clubwhich cannot be distributed by email.
Adopted 22/04/2018 Reviewed 14/04/2019
The Murvi Club Privacy Notice
The Murvi Club can be contacted by e-mail at email@example.com. The Murvi Club has a legitimate interest in using the personal data you give to The Murvi Club on the application form for the purpose of communicating with you on matters relating to The Murvi Club and to pass to a distributor to facilitate the posting to your home address material relating to The Murvi Club which cannot be distributed by email.
Your personal data will not intentionally be transferred to anyone outside of The Murvi Club or Murvi Motor Caravans Ltd. and will be deleted from The Murvi Club records two years after your membership of The Murvi Club has terminated. You have the right to request from The Murvi Club access to and rectification of your personal data. If you feel that your personal data has been misused, you have the right to complain to the Information Commissioners Office.
The Murvi Club protects the privacy of our members.
Any information supplied to The Murvi Club (such as when you apply for membership or pay subscriptions) may be held in paper or electronic format, and may also be stored on internet servers such as GoogleDocs and may therefore be transferred outside the European Economic Area and to the United States of America for the purposes of processing and maintenance. By submitting your information to us, you expressly consent to this transfer.
You understand that we may transmit information over public networks that may be accessed by third parties, and The Murvi Club will not be liable for any such unauthorised disclosure. Further, you understand that The Murvi Club may, at its discretion, use third-party service providers to administer Web servers and to store such information on back-up disks, and that a service provider may without The Murvi Club’s knowledge permit an unauthorised third party to do so on its behalf.
The Murvi Club cannot be held liable for any inadvertent disclosure of information, nor for any consequences thereof.
About our Web site
Please email firstname.lastname@example.org if you have any queries regarding the web site.
Usage of the website implies consent to the use of tracking cookies.
The site was designed and is managed on behalf of The Murvi Club by a member chosen by the committee.
Any use of materials on this web site, including reproduction, modification, distribution, or republication without the prior written permission of The Murvi Club is strictly prohibited.
Neither The Murvi Club nor any of its members or representatives shall be liable for any damages arising out of or in connection with the use of the Web site or the management of mailing lists and membership data. This is a comprehensive limitation of liability that applies to all damages of any kind including, but not limited to compensatory, direct, indirect or consequential damages, loss of data, income or profit, loss of or damage to property and claims of third parties.
adopted 22nd April 2018 reviewed 14/04/2019