Bewl Canoe Club
1.1 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.
1.2 We may collect, use and store your personal data, as described in this Privacy & Genearal Data Protection Regulations Policy and as described when we collect data from you.
1.3 We reserve the right to amend this Policy from time to time without prior notice. You are advised to check our website or our Club noticeboard regularly for any amendments (such amendments will not apply retrospectively).
1.4 We will always comply with applicable UK Data Protection legislation including the 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) which is shown below. For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2.1 We are Bewl Canoe Club. We can be contacted at contactbewlcanoeclub@gmail.com
| Type of Information | Purposes | Legal Basis of Processing |
|---|---|---|
| Members’ name, address, telephone numbers, email addresses | 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’ memberships | Performance of the Club’s contract with the member. |
| Emergency Contact Details | Contacting next of kin in event of emergency | Our legitimate interests in meeting our duty of care to members |
4.1 We will not transfer your personal data outside the European Economic Area 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 when you are transmitting information to us over the internet, then given the internet is not a secure medium, we cannot guarantee the security of this information. Bewl CC Privacy & GDPR Policy 2024 12 11 V1.1
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.
5.1 We will never sell your personal data. We will not share your personal data with any 3rd 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.
5.2 We may pass your personal data to 3rd 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). If we do this, we will disclose only the personal data that is necessary for the 3rd party to deliver the service and we shall put a contract in place that requires them to keep your information secure and not use it for their own purposes. Currently these communications are only distributed and sent from within the Club’s volunteer resources.
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, 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.
6.2 We securely destroy all financial information once we have used it and no longer need it.
7.1 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.
7.2 If you wish for us to erase your data as outlined in paragraph (3) above then please contact the Club Secretary at contactbewlcanoeclub@gmail.com
7.3 If you have any concerns about how we process your personal data please contact the Club Secretary at contactbewlcanoeclub@gmail.com
7.4 You also have the right to take any complaint 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
Bewl CC Privacy & GDPR Policy 2024 12 11 V1.1
For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Officer [the Club Secretary email - contactbewlcanoeclub@gmail.com].
Last Updated Dec 24
Next Scheduled Update Dec 26
All emails sent by the system contain a tracking pixel. This is used to track whether each email has been opened by the recipient, and when. This information can be viewed by those users of the system with permission to view email delivery reports. We do not display any information regarding the location of the recipient. Note that the tracking pixel is only activated if the recipient chooses to download images into their email client.
We, Bewl Canoe Club, make use of the myClubhouse software supplied by Simmetrics Ltd to process personal data we include on our myClubhouse website in accordance with our privacy policy set out above. Simmetrics Ltd processes your personal data on our behalf and they can only do so in accordance with our written instructions. You can find the details of our data processor’s privacy policy here: http://www.myclubhouse.co.uk/Home/PrivacyPolicy.