DATA PRIVACY POLICY

BurgeeLilliput Sailing Club                                                       May 10th 2018

 

 DATA PRIVACY POLICY 

1. About this Policy 

1.1 This policy explains when and why we collect personal information about our members, how we use it, how we keep it secure and your rights in relation to it. 

1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you. 

1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. Any amendments will be advised by email and posted on the Club noticeboard (but amendments will not be made retrospectively). 

1.4 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you. 

2. What information we collect and why 

Type of information

Purposes

Legal basis of processing

Member's name, address, telephone numbers, e-mail address(es).

Managing the Member’s membership of the Club. Managing the various duty and volunteer rosters

Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club.

The names and ages of the Member’s dependants

Managing the Member’s and their dependants’ membership of the Club

Performing the Club’s contract with the Member.

Emergency contact details

Contacting next of kin in the event of emergency

Protecting the Member’s and their dependants’ vital interests

Date of birth / age related information

Managing membership categories which are age related

Performing the Club’s contract with the Member

Gender

Provision of adequate facilities for members

 

 

 

 

For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender.

The Member’s name, boat details, name and sail number

Allocating moorings and dinghy park spaces.

 

 

Managing race entries and race results.

 

 

 

Sharing race results with other clubs, class associations, the RYA, and providing race results to local and national media.

For the purposes of our legitimate interests in operating the Club

 

For the purposes of our legitimate interests in holding races for the benefit of members of the Club.

 

For the purposes of our legitimate interests in promoting the Club.

Photos and videos of Members and their boats

Putting on the Club’s website and using in press releases

Consent. We will seek the Member’s consent as part of the membership process and annual renewal. The Member may withdraw their consent at any time by contacting us by e-mail or letter.

Radio call signs

Collected for a rally and shared between those participating in the rally.

For the purposes of our legitimate interests in ensuring that boats on a rally can maintain contact with each other

The Member’s name, boat name, home town, phone numbers and e-mail address

Creating and managing the Club's distributed ‘Membership and Boat List,’ a version of which is also held in the Members’ section of the Club website.

Consent. We will seek the Member’s consent as part of the membership process and annual renewal. The Member may withdraw their consent at any time by contacting us by e-mail or letter.

Bank account details of the member or other person making payment to the Club

Managing the Member’s and their dependants’ membership of the Club, the provision of services and events

Performing the Club’s contract with the Member

Name, e-mail address and telephone number of each Club Officer and Club committee member

Information published on Club’s website, in Club’s newsletter and other publications, in the Club’s marketing materials and made available to the RYA, in each case as a point of contact at the Club

For the purposes of our legitimate interests in operating and promoting the Club

Employees and representatives of suppliers to the Club

Entering into and managing arrangements with suppliers

Entering into and performing contracts with suppliers

 

3. How we protect your personal data 

3.1 We will not transfer your personal data outside the EU without your consent. 

3.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. 

3.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure. 

3.4 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

 

4. Who else has access to the information you provide us? 

4.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 4.2 to 4.4 below. 

4.2 We may pass your personal data to Poole Harbour Commissioners if you are a boat owner. We do this for the purpose of our legitimate interests in operating the Club and for performing our contract with you. However, we disclose only the personal data that is necessary for Poole Harbour Commissioners to deliver and manage the facilities and services they provide and we have a contract in place that requires them to keep your information secure and not to use it for any other purpose. 

4.3 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We would do this for the purpose of our legitimate interests in operating the Club and for performing our contract with you. However, we would disclose only the personal data that is necessary for the third party to deliver the service and we would have a contract in place that requires them to keep your information secure and not to use it for any other purposes. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for any other purposes. 

4.4 We may also pass your personal data to the RYA for the purposes of carrying out surveys when it is in the legitimate interest of the Club to do so. The RYA may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.

 

5. How long do we keep your information? 

5.1 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims. 

5.2 We securely destroy all financial information once we have used it and no longer need it.

  

6. Your rights 

6.1 You have rights under the GDPR: 

  (a) to access your personal data 

  (b) to be provided with information about how your personal data is processed 

  (c) to have your personal data corrected 

  (d) to have your personal data erased in certain circumstances 

  (e) to object to or restrict how your personal data is processed 

  (f) to have your personal data transferred to yourself or elsewhere in certain circumstances 

6.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner: 

Email: https://ico.org.uk/concerns Phone: 0303 123 1113. 

Information Commissioner's Office 

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

For more details, please address any questions, comments and requests regarding our data processing practices to the Hon Secretary.