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PROBUS SOUTH PACIFIC LIMITED MEMBERSHIP DATABASE

Purpose. A list of all current financial Probus members withinAustralia and New Zealand Covering Ordinary, Life, Honorary and Non Active members To verify the number of members covered under Probus Insurance Scheme (Insurance Audit) To provide PSP with important statistical information for

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PROBUS SOUTH PACIFIC LIMITED MEMBERSHIP DATABASE

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    1. PROBUS SOUTH PACIFIC LIMITED MEMBERSHIP DATABASE

    2. Purpose A list of all current financial Probus members within Australia and New Zealand Covering Ordinary, Life, Honorary and Non Active members To verify the number of members covered under Probus Insurance Scheme (Insurance Audit) To provide PSP with important statistical information for strategic planning To provide direct access to members if required Members will be invited to participate in PROBUS surveys and PROBUS focus groups.

    3. Assurances Probus South Pacific Limited will: uphold the integrity of the membership database in line with the Privacy Acts of Australia and New Zealand; secure the database on a stand alone computer with no access to the internet; not share, rent or sell the membership database; solely use the membership database to acquire information and statistical data to create strategies and policies that will strengthen and ensure a sound future for the Probus organization; endeavor to provide benefits and discounts to our members through a Membership Card and partnerships. At any time members may opt out of participating in PROBUS focus groups and PROBUS surveys.

    4. Commitments honoured For the future and to ensure that the PSP Membership Database purpose is upheld along with its intent, privacy and integrity … Probus South Pacific Limited has taken steps to ensure both within our own governance and administration that our assurances and commitment to Probus members are honoured.  

    5. Information format Member information can be easily drawn directly from your club membership records   Clubs are asked to provide members information in one of the following formats; Excel spread sheet (available from PSP) Word document Typed Legible hand written Photocopy of club membership listing  

    6. Updating   Clubs will be asked to ANNUALLY update members’ information for the PSP Membership Database For those clubs wishing to update more regularly, the option to advise Probus South Pacific Limited throughout the year   As an accreditation requirement the minimum acceptable level of member’s details to be provided to PSP for the membership Database is their family name and first (given) name

    7. Time frame Clubs are asked to formulate their club membership list as at 1 July 2011 and using the sample template or approved alternate method, record the required information. To obtain the template via email please contact monikap@probussouthpacific.org   Once complete please email to monikap@probussouthpacific.org noting the following information in the subject line; ‘Probus Club of ........................ (name and club number) Membership List as at 31 July, 2011’   The deadline date - 31 October 2011

    8. Staged development Stage 1 Collect complete membership list from each Probus club PSP will input data into secure database software system on stand alone computer with NO access to the internet PSP will maintain membership list annually or when and if Probus clubs advise PSP of any changes throughout the year.

    9. Option 1 Clubs are requested to complete all components of the Membership Database Collection Template for inclusion in the secured PSP Membership Database. Members not wishing to provide their YOB may do so; with the understanding that including the YOB this information will provide Probus South Pacific Limited with statistical information for the age of the overall membership within state/territories and countries. Members may indicate their wish for contact or no contact from PSP. Members providing this level of detail may be contacted from time to time SOLELY by Probus South Pacific Limited for an invitation to willingly participate in PROBUS Focus Groups or PROBUS surveys.   Such members participating in PROBUS Focus Groups or PROBUS surveys will have an opportunity to have a voice in progressing the Probus organisation and developing strategies and tactics to ensure the health and future of Probus. Members will not be contacted by any other organisation from the information collected on the PSP Membership Database. Members may opt in or opt out at any time for PSP to make contact.  

    10. Option 2 Members are requested to complete two components (Family name and first (given) name) for inclusion in the secured PSP Membership Database and to indicate their wish for no contact from PSP   Members may opt in or opt out at any time for PSP to make contact – but members will need to action Option 1

    11. Future development Stage Two: Probus South Pacific Limited proposes to develop a Probus Membership Card. This card will identify each individual as a current financial member of the Probus organisation.   The card will contain the Club name, person’s name and Probus Member Number – these cards will be issued to each financial Probus member.   Stage Three: Probus South Pacific Limited proposes to develop a ‘UNIQUE benefits scheme’ for Probus members. Partnerships and sponsorships will be negotiated to offer current financial Probus member’s exclusive offers, benefits and discounts.

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