G.D.P.R. Policy.

SHALDON SAILING CLUB DATA PRIVACY POLICY.

1. About this Policy

1.1 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.

1.2 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.

1.3 We reserve the right to amend this Data Processing Policy from time to time without prior notice, 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. Who are we?

2.1 We are Shaldon Sailing Club. We can be contacted at sailatshaldon.org.uk or 01626 779795.

3. What information we collect and why.

Type of information Purposes Legal basis of processing.
Member’s name, address, telephone numbers, email address/es. Managing the Member’s membership of the club. Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club.
Managing incident reports. Managing incident reports with respect to legal reporting and insurance claims.
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.
Managing incident reports. Managing incident reports with respect to legal reporting and insurance claims.
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.
Sharing results of racing programme with members and providing race results to local media. For the purposes of our legitimate interests in promoting the Club.
Allocating beach spaces. For the purposes of our legitimate interests in operating the Club.
Managing incident reports. Managing incident reports with respect to legal reporting and insurance claims.
Photos and videos of members and their boats. Putting on the Club’s website and social media pages and using in press releases. Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by email or letter.
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.

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

4.2 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.

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

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

4.5 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?

5.1 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.

5.2 We may pass your personal data to third parties who are service providers to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to move boats for Shaldon Regatta). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract 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?

6.1 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 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.

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

7. Your rights.

7.1 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 to another business in certain circumstances.

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

Telephone: 03031231113.

Information Commissioner’s Office Wycliffe House,

Water Lane; Wilmslow

Cheshire SK9 5AF