Data Protection Policy

About This Policy

  1. This policy explains when and why we collect personal information about our members.  It also explains how we use it and how we keep it secure and your rights in relation to it.
    1. We may collect, use and store your personal data, as described in this Data Protection Policy and as described when we collect data from you.
    2. We reserve the right to amend this Data Protection Policy from time to time without prior notice.  You are advised to check our website www.codysailingclub.co.uk or our Club Newsletter regularly for any amendments (but amendments will not be made retrospectively).
    3. 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.org.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 Cody Sailing Club.  We can be contacted via our contacts webpage.
  3. What Information We Collect And Why
    Type
    of information    		 Purposes Legal
    basis of processing
    Member’s
    name, address, telephone numbers, e-mail address(es), membership type.    		 Managing
    the Member’s membership of the Club and contacting members.    		 To
    enable our contract with the member.
    Creating,
    managing and distributing the Club’s membership directory.    		 Performing
    the Club’s contract with the Member.    		 For
    the purposes of our legitimate interests in operating the Club.
    Consent. We will seek the member’s consent at membership application
    and each membership renewal. The member may withdraw their consent at
    any time by contacting us by e-mail (see section 7 below) to tell us that they no longer wish
    their contact details to appear in the distributed membership directory, however you details cannot be removed from previous directories already distributed to members.
    Member’s name. Inclusion
    in the Club’s newsletter.    		 For
    the purposes of our legitimate interests in operating the Club.
    Emergency
    contact details.    		 Contacting
    next of kin in the event of emergency.    		 Protecting
    the Member’s and Dependant’s vital interests.
    Boat
    name, type and sail number.    		 Managing
    sailing activity participation.    		 To
    provide generalised description of the fleet when promoting the Club.
    For the purposes of our legitimate interests in operating the Club.For
    the purposes of our legitimate interests in holding activities (e.g.
    cruises and camps) 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.    		 Inclusion
    in the Club’s newsletter, website, social media pages and using in
    promotional materials, e.g. posters.    		 Consent.
    We will seek the member’s consent at membership application and each
    membership renewal. The member may withdraw their consent at any time,
    i.e. between renewals, by contacting us by e-mail (see section 7 below).
    Radio
    call signs.    		 Collected
    for cruises and shared between those participating in the cruise to
    provide communications.
    To provide emergency communications    		 For
    the purposes of our legitimate interests in ensuring that boats on a
    cruise can maintain contact with each.
    Protecting member’s and dependant’s vital interests.
    Prospective
    member and prospective associated clubs.    		 Collected
    to inform prospective members of forth coming events and to organise
    joint activities.    		 For
    the purposes of our legitimate interests in promoting the Club.
    Prospective
    member making payment to the Club.    		 Managing
    the Member’s and their dependants’ membership of the Club.    		 Provision
    of services and activities.
    Performing the Club’s contract with the Member.
    Member
    recovering expenses.    		 Operating
    the Club and managing the Club’s financial records.    		 For
    the purposes of our legitimate interests in operating the Club.
    Member’s
    name and email 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

     

  4. How We Protect Your Personal Data 
    1. We have implemented generally accepted standards of technology and operational security to protect personal data from loss, misuse, or unauthorised alteration or destruction.  Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
    2. Where your data is processed on the personal computers of Club officers they will be access restricted (e.g. password, PIN or fingerprint).
    3. Where practicable, Club officers processing member data on personal computers should also consider using encryption to protect that data.
    4. We have elected not to process member medical or disability information.  If a member shares such information with us in writing or electronically it will destroyed or deleted respectively.
    5. We will not transfer your personal data outside the European Economic Area (EEA) without your consent.
    6. For any payments which you make to us online we recommend you use a recognised online secure payment system e.g. bank transfer.
    7. 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.B 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 (i.e. host of website/email server, and website analytics provider).  However, we will 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?
    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 financial requirements and defence of legal claims.
    2. We securely destroy all financial information once we have used it and it is no longer needed.
  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 organisation in certain circumstances.
    2. To exercise your rights above please contact the Secretary or another officer of the Club.
  8. Complaints
    1. You have the right to take any complaints about how we process your personal data to the Information Commissioner:https://ico.org.uk/concerns/0303 123 1113.Information Commissioner’s Office
      Wycliffe House
      Water Lane
      Wilmslow
      Cheshire SK9 5AF
    2. For further details, questions, comments and requests regarding our data processing practices please contact the Secretary or another officer of the Club via our contacts page.

Version 0.5 Published 30th Mar 2018