Data Privacy Policy

DATA PRIVACY POLICY

This version: 1 April 2018

1. About this Policy

1.1 This policy explains when and why we collect personal information about our members,
instructors, students and other participants, how we use it and 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 Processing Policy and
as described when we collect data from you.
1.3 We reserve the right to amend this Data Processing Policy from time to time without prior notice.
You are advised to check our website ( http://waldringfieldsc.com )  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.

2. Who are we?

2.1 We are Waldringfield Sailing Club. We can be contacted at  Waldringfield Sailing Club, Cliff Road, Waldringfield Suffolk, IP12 4QL, email: secretary@waldringfieldsc.com or phone 01278 638785.

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).
Managing the Member’s
membership of the Club.
Managing the duty roster.
Performing the Club’s
contract with the Member.
For the purposes of our
legitimate interests in
operating the Club.
The names and ages of
the Member’s
dependants
Managing the Member’s and
their dependants’
membership of the Club
Performing the Club’s
contract with the Member.
Emergency contact
details
Contacting next of kin in the
event of emergency
Protecting the Member’s
vital interests and those of
their dependants
Date of birth / age
related information
Managing membership
categories which are age
related
Performing the Club’s
contract with the Member.
Gender Provision of adequate facilities
for members.
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.
Gender Reporting information to the
RYA.
For the purposes of the
legitimate interests of the
RYA to maintain diversity
data required by Sports
Councils.
The Member’s name,
boat name and sail
number
Managing race entries and
race results.
Publishing race results on our web site.
For the purposes of our
legitimate interests in
holding races for the benefit
of members of the Club.
The Member’s name,
boat name and sail
number
Sharing race results with other
clubs, class associations, and
the RYA, and providing race
results to local and national
media.
For the purposes of our
legitimate interests in
promoting the Club.
The Member’s name,
boat name and sail
number
Allocating moorings and
compound spaces.
For the purposes of our
legitimate interests in
operating the Club
Photos and videos of
members and their boats
Putting on the Club’s website
and social media pages and
using in press releases.
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.
Radio call signs Collected for a rally and
shared between those
participating in the rally.
For the purposes of our
legitimate interests in
ensuring that boats on a rally
can maintain contact with
each other
Bank account details of
the member or other person receiving
payments from the Club
Managing the Member’s and
their dependants’
membership of the Club, the provision
of services and events.
Performing the Club’s
contract with the Member.
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
Instructor’s name,
address, email addresses,
phone numbers and
relevant qualifications
and/or experience.
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 to members.
Student’s name,
address, email addresses,
phone numbers and
relevant qualifications
and/or experience.
Managing instruction at the
club.
For the purposes of our
legitimate interests in
ensuring that we can contact
those receiving instruction
and provide details of
courses to students as well as
follow-up opportunities.

 

4. How we protect your personal data

4.1 We will not transfer your personal data outside the EEA 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. We
will notify you promptly in the event of any breach of your personal data which might expose you
to serious risk.
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 paragraph 5.2 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). 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?

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 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 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:
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 Commodore ( commodore@waldringfieldsc.com ).