1. About this Policy
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.
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 www.desbroughsc.org/dataprivacy or our Club noticeboard 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.
2. Who are we?
We are Desborough Sailing Club. We can be contacted at Ferry Lane, Shepperton, Middlesex TW17 9LQ or via email at membership@desboroughsc.org. 3. What information do we collect, and why?
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Member's name,
address, telephone
numbers, e-mail
address(es).
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Managing the Member’s membership
of the Club. Managing the duty roster.
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Performing the Club’s contract with
the Member. For the purposes of
our legitimate interests in operating
the Club.
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The names and ages
of the Member’s
dependants
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Managing the Member’s and their
dependants’ membership of the Club
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Performing the Club’s contract with
the Member.
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Emergency contact
details
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Contacting next of kin in the event of
emergency
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Protecting the Member’s vital
interests and those of their
dependants
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Date of birth / age
related information
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Managing membership categories
which are age related
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Performing the Club’s contract with
the Member.
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Provision of adequate facilities for
members.
Reporting information to the RYA.
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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.
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The Member’s name,
boat name and sail
number
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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.
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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
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Photos and videos of
Members and their
boats
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Putting on the Club’s website and
social media pages and using in press
releases.
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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 e-mail or letter.
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Collected for a rally and shared
between those participating in the rally.
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For the purposes of our legitimate
interests in ensuring that boats on a
rally can maintain contact with each
other
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The Member’s name
and e-mail address
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Creating and managing the Club's
online Membership Directory.
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Consent. We will seek the
Member’s consent on their
membership application form and
each membership renewal form.
The Member may withdraw their
consent at any time by contacting
us by e-mail or letter to tell us that
they no longer wish their details to
appear in the Membership
Directory.
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Bank account details
of the member or
other person making
payment to the Club
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Managing the Member’s and their
dependants’ membership of the Club,
the provision of services and events.
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Performing the Club’s contract with
the Member.
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Member’s and former
member’s name and
e-mail address
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Passing to the RYA for the RYA to
conduct surveys of Members and
former members of the Club (and 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.
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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.
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Instructor’s name,
address, email
addresses, phone
numbers and relevant qualifications and/or experience.
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Managing instruction at the Club.
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For the purposes of our legitimate
interests in ensuring that we can
contact those offering instruction
and provide details of instructors to
members.
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4. How we protect your personal data
- We will not transfer your personal data outside the EU without your consent.
- 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 this can never be guaranteed to be 100% secure.
- For any payments which we take from you online we will use a recognised online secure payment system.
- 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 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 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?
- 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 it is in the Clubs’ legitimate interest to do so or for as long 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.
- We securely destroy all financial information once we have used it and no longer need it.
7. Your rights
- You have rights under the GDPR:
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a) to access your personal data
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b) to be provided with information about how your personal data is processed
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c) to have your personal data corrected
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d) to have your personal data erased in certain circumstances
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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.
- 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
For more details, please address any questions, comments and requests regarding our data processing
practices to our Membership Secretary at membership@desboroughsc.org.
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 Updating... Ċ Matthew Simpkin, 21 Apr 2018, 04:04
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