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Privacy policy

UTSC DATA PRIVACY POLICY Issue 2 08.03.19 for issue

UTSC DATA PRIVACY POLICY

 

1.             About this Policy

1.1           This policy explains when and why we collect personal information about our members, instructors and suppliers; 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.  You are advised to check our website (www.utsc.org.uk) or our Club noticeboard regularly for any amendments (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.

1.5           Members in this policy are as defined in the Club Handbook.

2.             Who are we?

2.1           We are the Upper Thames Sailing Club (Club).  We can be contacted at Riverside, Bourne End, Buckinghamshire SL8 5RF, telephone 01628 520263, email Dpo@utsc.org.uk

3.             What information we collect and why

Type of information

Purposes

Legal basis of processing

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

Managing the Members membership of the Club.

 

Storage of Members data on the Clubs database.

 

Managing the duty roster.

 

Managing the private hire of the Club.

Performing the Clubs contract with the Member.

 

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

 

 

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

 

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

The names and ages of the Members

Managing the Members and their dependants

Performing the Clubs contract with the Member.

 

dependants. 

membership of the Club.

 

Emergency contact details.

Contacting next of kin in the event of emergency.

Protecting the Members vital interests and those of their dependants.

Date of birth / age related information.

Managing membership categories which are age related

 

Performing the Clubs contract with the Member.

Gender.                     

Provision of adequate facilities for members. 

 

 

 

 

Reporting information to the RYA.

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.

 

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

The Members and/or Owners name, boat name and sail number.

Managing race entries and race results.

 

 

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

 

Allocating moorings and  compound spaces.

 

Managing regattas and open meetings.

 

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.

 

 

 

 

 

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

 

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

 

Photos, videos and images of Members and their boats.

Putting on the Clubs website in Clubs publications, on social media pages and using in press releases.

Consent.  We will seek the Members consent on their membership application form or initial electronic renewal. The Member may withdraw their consent at any time by contacting the Data Protection Officer by email or letter.

The Members name, address, e-mail address and telephone number.

Creating and managing the Club's online Membership Directory and the printed Club Handbook.

Consent.  We will seek the Members consent on their membership application form or initial electronic renewal. The Member may withdraw their consent at any time by contacting the Data Protection Officer by email or letter to tell us that they no longer wish their details to appear in the Membership Directory and the printed Club Handbook.

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

Managing the Members and their dependants membership of the Club, the provision of services and events.

Performing the Clubs contract with the Member.

Bank account details of the Member receiving payment from the Club.

To enable the Club to make payments to Members. 

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

Members name and email address whilst a current member and for up to a year after ceasing to be a member of the Club.

Passing to the RYA for the RYA to conduct surveys of Members and former members of the Club. See paragraph 5.3 below. 

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.

Instructors and coachs name, address, email addresses, telephone numbers, relevant qualifications and/or experience and DBS check(s) results.

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 and coaches to Members.

Members guest(s) names and addresses.

For maintaining records for the Clubs bar licences and monitoring guests attendance at the Club.

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

Members qualifications.

To manage Members duties.

Performing the Clubs contract with the Member.

 

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

 

Special category (health) information for training courses.

Managing training courses.

Members explicit consent will be sought on the training application forms.

Suppliers name, address, email address, telephone number and bank account details.

To manage their services.

For performing the contract with suppliers.

Prospective members names, email addresses and telephone numbers.

To encourage prospective members to join the Club.

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

Past members details. See paragraphs 6.1 and 6.2 below.

To keep the Club archive.

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

 

4.             How we protect your personal data

4.1           We will not transfer your personal data outside the EU 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.   

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 in paragraphs 5.2 and 5.3 below.

5.2           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).  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 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. 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 for their own purposes

5.3           We may also pass your personal data to the RYA for the purpose of carrying out surveys when it is in the legitimate interest of the Club and the RYA 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.

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, normally in November, 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           Paper forms and records are stored securely by the Data Protection Officer to maintain their privacy. These documents will be subject to the review of personal data described at 6.1 above.

6.3           Electronic data is stored in the Clubs file storage system which can only be accessed by Officers of the Club and the Data Protection Officer.  These documents will be subject to the review of personal data described at 6.1 above.

6.4           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 at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, telephone 0303 123 1113. Their website address is https://ico.org.uk/concerns/

7.3           For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Officer at Dpo@utsc.org.uk

 

 

 

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Last updated 16:06 on 14 June 2021

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