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Data Privacy Policy

1. About this Policy

1.1. This policy explains when and why we collect personal information about our members, contacts and instructors, 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 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.sailingbarntgreen.com 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 Regulations (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. This policy was last updated in April 2018 and was approved by the BGSC committee at its meeting on Sunday 8 th April 2018.

2. Who we are

2.1. We are Barnt Green Sailing Club (BGSC). We can be contacted at:

The Club House
Upper Bittell Reservoir
Cofton Church Lane
Cofton Hackett
Worcestershire
B45 8BH
United Kingdom

Phone: 07565 356895
Email: secretary@bgsc.uk

The data controller is Barnt Green Sailing Club.

3. Data protection principles

3.1. Barnt Green Sailing Club undertakes that personal information will be:

  • - processed lawfully, fairly and in a transparent manner in relation to individuals;
  • - collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
  • adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
  • accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
  • - kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
  • - processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures

4. Why we need personal information

4.1. The reason we need your personal information is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club.

4.2. Our lawful basis for processing your personal information is that we have a contractual obligation to you as a member to provide the services you are registering for.

4.3. Reasons we need to process your personal information include:

  • - for membership and club management
  • - processing of membership forms and payments;
  • - sharing data with committee members, to provide information about club activities, membership renewals or invitation to social events;
  • - club mailings and newsletters promoting club activity; and
  • - publishing of race and competition results
  • - for training and competition entry
  • - sharing personal data with club instructors or volunteers to administer training sessions;

5. Information you may give us

5.1. You may give us information about yourself or other people by filling in forms on the BGSC website ( www.sailingbarntgreen.com), completing paper forms or by corresponding with us by telephone, e-mail or otherwise.

5.2. This includes information you may provide when you do any of the following things:

  • - become a member of BGSC, renew your membership or amend or update your membership details;
  • - subscribe to newsletters and website updates;
  • - purchase any of our merchandise, goods or services;
  • - register as a volunteer or instructor;
  • - register for training or coaching programmes;
  • - join any BGSC committee or sub-committee;
  • - enter or sign up for any sporting event, social event, or race ;
  • -register to use the BGSC website;
  • - search our website for information, guidance, a product or service;
  • - participate on club associated social media pages or groups;
  • - report a problem with the BGSC website;
  • - make an enquiry through the BGSC website function
  • - participate or enter a competition, promotion or survey run by BGSC

5.3 We may collect personal information from non-members (e.g. people who register on or make an enquiry through the club website, participate at an open meeting or training event) or from visitors to the club. We will review personal information collected from non-members annually and securely destroy information we no longer need.

5.4. Our lawful basis for processing data is consent. Therefore, we will need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.

5.5. The club has the following social media accounts: Facebook, WhatsApp, Twitter. All members are free to join these pages or services. If you join one of the Social Media pages, please note that providers of the social media platform(s) have their own privacy policies and that the club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.

6. The type of information we collect and its purpose

Type of Information

Purposes

Legal basis of processing

Current Club Members

Member's name, address telephone numbers, email 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 of Member's family members associated with the membership

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 Member's dependents

Managing the Member's and their dependents' 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 dependents

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.

Reporting information to 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 Member's 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 spaces in the dinghy park and board shed(s)

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

Photos and videos of members and their boats

Putting on the Club's website and social media pages and using press releases

Consent. We will seek the Member's consent on their membership application form and at each membership renewal and the Member may withdraw their consent at any time by contacting us by email or letter

The Member's relevant qualifications and/or experience (eg. safety boat, first aid)

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 Member's name, phone number and email address

Creating and managing the Club's online Membership Directory

Consent. We will seek the Member's consent on their membership application form and at each membership renewal. The Member may withdraw their consent at any time by i) updating their personal profile on the club's website OR by ii) contacting us by email or letter to tell us that they no longer wish their details to appear in the Membership Directory.

The 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 of all forms of boating

The Member's name, telephone number, email address,

For Full Members only, passing to Barnt Green Waters Ltd

For the purposes of our legitimate interests in operating the Club and / or the legitimate interests of Barnt Green Waters Ltd which is jointly owned and controlled by the full members of the Club and by the full members of Barnt Green Fishing Club

Former Club Members

Name, address telephone numbers, email address(es)

Managing the former member's contract with the Club. To enable lapsed members to renew their membership at a future time.

To establish ownership of craft or equipment left at the Club.

For the purposes of our legitimate interests in operating the Club

For the purposes of our legitimate interests in ensuring that we can contact former members to establish ownership of craft or equipment left at the Club.

Prospective Club Members

Member's name, address telephone numbers, email address(es)

Managing the application for club membership

For the purposes of our legitimate interests in operating the Club

The names and ages of Member's dependents

Processing the applicant's and their dependents' membership of the Club

For the purposes of our legitimate interests in operating the Club

Date of birth / age related information

Managing membership categories which are age related

For the purposes of our legitimate interests in operating the Club

Gender

Provision of adequate facilities for members.

Reporting information to 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 Member's name, boat name and sail number

Allocating spaces in the dinghy park and board shed(s)

For the purposes of our legitimate interests in operating the Club

The applicant's relevant qualifications and/or experience (eg. safety boat, first aid)

Processing the applicant's membership of the Club.

For the purposes of our legitimate interests in operating the Club

Sailing Instructors

Instructor's name, address, email addresses, phone numbers and relevant qualifications and/or experience. Age if under 18.

Managing instruction at the Club

For the purposes of our legitimate interests in providing training for the benefit of members and non-members.

For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members.

Training Course Participants

Participant's name, address, email address, phone numbers and relevant sailing experience

Age (if under 18), the parent/guardian's name, address, email address, phone numbers

Managing course participation at the Club

Contacting parent/guardian and managing course participation

Consent. We will seek the participants consent on their application form. For the purposes of our legitimate interests in ensuring that we can contact course participants and provide details pertaining to the course.

Protecting the participant's vital interests and those of their dependents

Photos and videos of participants and their boats

Putting on the Club's website and social media pages and using press releases

Consent. We will seek the participant's consent on their application form. Participants may withdraw their consent at any time by contacting us by email or letter

Visitors to the club

Name of visitor and the name of the associated club member

Ensure compliance with the Club Rules and maximum visitor policy. Requirement of club insurance and licensing conditions

For the purposes of our legitimate interests in operating the Club

Participants in Open Meetings and Regattas

Participant's name, address, email address, phone numbers, associated club, boat details

Age (if under 18), the parent/guardian's name, address, email address, phone numbers

Requirement of club insurance

Managing race entries

Consent. We will seek the participants consent on their race entry form. For the purposes of our legitimate interests in holding races for the benefit of members of the Club and participants in Open meetings and Regattas

Protecting the participant's vital interests and those of their dependents

Photos and videos of participants and their boats

Putting on the Club's website and social media pages and using press releases

Consent. We will seek the participant's consent on their entry form. Participants may withdraw their consent at any time by contacting us by email or letter

Services and event tickets booked through the club's website

Applicants name, address telephone numbers, email address(es)

Number of tickets bought

Managing the applicant's booking

For the purposes of our legitimate interests in operating Club events

Names of people associated with a booking

Number of tickets bought

Managing the applicant's booking

For the purposes of our legitimate interests in operating Club events

6.1. We may receive information about you from others on your behalf or at your request, for example if:

  • - any person makes a booking on your behalf;
  • - you are a minor and your parent or legal guardian provides us with information about you on your behalf

7. How we protect your personal data

7.1. Barnt Green Sailing Club will take all reasonable steps to protect the confidentiality of electronic and manual data.

7.2. Electronic data will be held on the Membership Secretary's personal computer as well as in Sailing Club Manager, and will be password-protected. Such data as may be required by other committee members, including the Treasurer and the Sailing Secretary, may be held by them, all files being password protected.

7.3. We will not transfer your personal data outside the EEA without your consent.

7.4. 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.

7.5. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.

7.6. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

8. Who else has access to the information you provide us?

8.1. 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.

8.2. 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 provide membership management services, to print newsletters and send you mailings).

8.3. 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.

8.4. Barnt Green Sailing Club has a contractual relationship with Sailing Club Manager Ltd to process data on the club's behalf. Sailing Club Manager Ltd is based in Cowes, UK and their databases are located in UK datacentres. You can read about Sailing Club Manager's GDPR policies through their website. https://www.sailingclubmanager.com/terms/gdpr

8.5. The transmission of information over the internet is not completely secure. We will do our best to protect your personal information, we cannot, however, guarantee the security of your data transmitted to us and consequently any transmission to us is at your own risk. Once we have received your information, we will use appropriate security features to try to prevent unauthorised access.

8.6. The BGSC website is SSL certified and uses HTTPS - SSL (Secure Sockets Layer) is the standard security technology for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browsers remain private and integral.

9. How long do we keep your information?

9.1. 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 or for the purposes of our legitimate interests in operating the Club

9.2. We will review your personal information every year to establish whether we are still entitled to process it.

9.3. 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.

9.4. We securely destroy all financial information once we have used it and no longer need it.

10. Your responsibilities

10.1. Where we have given you (or where you have chosen) a password which enables you to access certain parts of the BGSC website, you are responsible for keeping this password confidential. We ask you not to share passwords with anyone.

10.2. It is your responsibility to ensure that the information that we hold about you is accurate and up-to-date. You can view and amend your personal information by logging in to the BGSC members only portal. This includes the level of information shared with other members in the Members Directory.

11. Your rights

11.1. 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.

11.2. As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK's data protection supervisory authority, the Information Commissioner's Office about the processing of your personal data.

11.3. You are entitled to have access to the information we hold about you. Access request must be made by e-mail to the BGSC Honorary Secretary (secretary@bgsc.uk). We will respond within a reasonable period but not more than 14 days.

11.4. As a data subject you are not obliged to share your personal data with the Club. However, if you choose not to share your personal data with us we may not be able to register or administer your membership.

11.5. You have the right to take any complaints about how we process your personal data to the Information Commissioner:

https://ico.org.uk/concerns/

Telephone : 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 Club Secretary email: secretary@bgsc.uk

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Last updated 07:00 on 19 May 2018

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