Data Privacy Policy (Jan 2019)

  1. About this Policy

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

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

    3. We reserve the right to amend this Data Processing Policy from time to time without prior notice. Any amendments will be published on our website www.wivenhoesailingclub.org or our Club notice board. Amendments will not apply retrospectively.

    4. We will always do our best to comply with the General Data Protection Regulations (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. Who are we?

    1. We are WIVENHOE SAILING CLUB. We can be contacted at Wivenhoe Sailing Club, Walter Radcliffe Road, Wivenhoe, Essex CO7 9WS  Email thecommodorewsc@gmail.com

  3. The club may collect some or all of the following information 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 duty roster.

    Performing the Club’s membership agreement 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 membership agreement with the Member.

    Emergency contact details

    Contacting next of kin in the event of emergency

    Protecting the Member’s vital interests and those of their dependants

    Date of birth / age related information

    Managing membership categories which are age related

    Performing the Club’s membership agreement 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.

    Reporting information to the RYA.

    For the purposes of the legitimate interests of the RYA to maintain diversity data required by Sports Councils.

    The Member’s name, boat name and sail number

    Managing race entries and race results.

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

    Photos and/or videos of members of the public and club members and/or their boats including those taken on club premises and at club events.

    Putting on the Club’s website and social media pages and using in press releases.

    For the purposes of our legitimate interests in running and promoting the club.

    If anyone objects to their image being used in this way, they may ask the Data Controller to have those images removed.

    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

    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 membership agreement with the Member.

    Member’s name and e- mail address

    Passing to the RYA for the RYA to conduct surveys of members of the Club (and members of other clubs affiliated to the RYA). The surveys are for the benefit of the Clubs (and other clubs) and / or the benefit of the RYA.

    For the purposes of our legitimate interests in operating the Club and / or the legitimate interests of the RYA in its capacity as the national body for all forms of boating

    Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.

    Managing instruction at the club.

    For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members.

  4. How we protect your personal data

    1. We will not transfer your personal data outside the EEA without your consent.

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

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

    4. For any payments which we take from you online we will use a recognised online secure payment system.

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

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

    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 required to do so by law or as set out in the table above or paragraph 5.2 below.

    2. 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). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have an agreement in place that requires them to keep your information secure and not to use it for their own purposes.

  6. How long do we keep your information?

    1. We will hold your personal data on our systems for as long as you are a member of the Club and afterwards for up to six calendar years. 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.

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

  7. Your rights

    1. You have rights under the GDPR:

      1. to access your personal data

      2. to be provided with information about how your personal data is processed

      3. to have your personal data corrected

      4. to have your personal data erased in certain circumstances

      5. to object to or restrict how your personal data is processed

      6. to have your personal data transferred to yourself or to another business in certain circumstances.

    2. You have the right to take any complaints about how we process your personal data to the Information Commissioner: https://ico.org.uk/concerns/

By post to: 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 our Data Protection Manager. Email: wscmembershipsec@gmail.com

By post: Wivenhoe Sailing Club, Walter Radcliffe Road, Wivenhoe, Essex CO7 9WS

Approved by General Committee January 10th 2018. This policy will be reviewed annually.

This policy is based on the TEMPLATE DATA PRIVACY POLICY provided by the RYA in 2017 and modified to take account of local circumstances