GRIMSBY & CLEETHORPES DATA PRIVACY POLICY
On 25th May 2018 the EU-wide General Data Protection Regulation (GDPR) comes into force. The new regulation is enshrined in English law under a new Data Protection Act (2018) and will remain unchanged post-Brexit.
ABOUT THIS POLICY
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.
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.
We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website (https://grimsbycanoe.worldpress.com) regularly for any amendments (but amendments will not be made retrospectively).
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.
WHO ARE WE?
We are Grimsby & Cleethorpes Canoe Club referred to in the rest of this document as “the club”. We can be contacted at [email protected] or [email protected].
WHAT INFORMATION WE COLLECT.
a. Name, address, telephone numbers, e-mail address(es), emergency contact details.  b. Date of birth / age related information
c. Subscription & attendance records.
d. Any relevant medical conditions & medication.
e, Relevant qualifications and DBS certification for Coaches and appropriate members of “the club”
WHY WE COLLECT YOUR INFORMATION.
a. To manage membership of “the club”, membership categories, & session attendance. b. To exercise our duty of care to our members whilst engaged in activities of “the club” c. To enable members to meet for Canoeing and other sporting and social activities.
d. The Club Officers and Committee Members’ information may be published on the club website, social media and may be made available to other organisations as a point of contact at “the club”.
THE LEGAL BASIS FOR PROCESSING DATA
For the purposes of our legitimate interests in operating and promoting the club and holding events & activities for members.
PHOTOS AND VIDEOS OF MEMBERS
We may take photos and videos of members to put on the club website and social media pages and for using in press releases.
We will seek your consent on membership application forms, membership renewal forms and you may withdraw your consent at any time by contacting us by e-mail or letter.
HOW WE PROTECT YOUR PERSONAL DATA
a. We will not transfer your personal data outside the UK without your consent.
b. We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, unauthorised alteration or destruction.
c. Please note, however, that when you transmit information to us over the internet this can never be guaranteed to be 100% secure.
d. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
WHO ELSE HAS ACCESS TO THE INFORMATION YOU PROVIDE US?
a. 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 this policy.
b. 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. We do this for the purpose of our legitimate interests in operating “the club”. However, we will disclose only the personal data that is necessary for the third party to deliver the service and we will require them to keep your information secure.
HOW LONG DO WE KEEP YOUR INFORMATION?
a. We will hold your personal data on our systems for as long as you are a member of :the club” and for up to two years afterwards or, exceptionally, longer 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.
b. We securely destroy all financial information once we have used it and no longer need it.
CHANGE OF DETAILS
If any of your details have changed please email Membership Secretary: [email protected] or Secretary [email protected] so that we can ensure your data is accurate on “the clubs” membership records.
YOUR 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.
g. You have the right to take any complaints about how we process your personal data to:
The Information Commissioner:
Internet https://ico.org.uk/concerns/.
Telephone 0303 123 1113
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 Secretary ([email protected])