1. About this Policy
This policy explains when and why we collect personal information about our members, how we use it and how we keep it secure and your rights in relation to it.
We will always comply with applicable UK Data Protection legislation including GDPR when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (https://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?
We are Tonbridge Canoe Club.
We can be contacted via email at firstname.lastname@example.org
3. What information we collect and why
|Type of Information||Purposes||Legal Basis of Processing|
|Member's name, address, telephone numbers, email addresses, BC membership number.||Managing the membership for the member.||Performance of the club's contract with the member.
Our legitimate interests in operating the club.
|Name and age of member dependents.||Managing member and dependents' membership.||Performance of the club's contract with the member.|
|Member's name and canoeing ability qualifications.||For future reference in the event of the member rejoining the club. This information will be retained indefinitely unless a request to delete it is received.||Our legitimate interests in operating the club.|
|Emergency Contact Details (junior members only).||Contacting next of kin in event of emergency.||Our legitimate interests in meeting our duty of care to members.|
|Declared Medical Conditions.||Managing the safety of members.||Our legitimate interests in meeting our duty of care to members.|
|Coaching Qualifications.||Ensuring club coaches are suitably qualified.||Our legitimate interests in operating the club.|
|CCTV Recordings.||Managing the security of club premises. CCTV footage will only be accessed by nominated committee members, currently the chairman, secretary and treasurer.||Our legitimate interests in operating the club.|
4. How we protect your personal data
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.
Please note, however, that where you are transmitting information to us over the internet, then given the internet is not a secure medium, we cannot definitely guarantee the security of this information.
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?
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 in paragraph 3 above or paragraph 5.2 below.
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.
6. How long do we keep your information?
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 with the exception of retaining your personal data in an archived form in order to be able to comply with future legal obligations, including but not limited to compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims.
7. Your rights
You have rights under UK data protection law, including:
(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.
If you wish for us to erase your data as outlined in paragraph (d) above then please contact the membership secretary at email@example.com. Please be aware that if you are a current member of Tonbridge Canoe Club deletion of your personal data will lead to immediate termination of your membership.
If you have any concerns about how we process your personal data please contact the membership secretary (contact details above).
You also have the right to take any complaint about how we process your personal data to the Information Commissioner:
0303 123 1113.
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF