Data Protection Policy
1. About this Policy:
1.1 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.
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 may update this privacy notice from time to time. If we do change this notice, we will update the version date at the bottom of this document. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
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.
1.5 We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but our Honorary Secretary has overall responsibility for data protection compliance in our organisation. Contact details are set out in the “Contacting us” section at the end of this privacy notice.
2. Who are we?
2.1 We are West Riding Sailing Club. We can be contacted at Wintersett Reservoir, Haw Park Lane, Crofton, Wakefield,
WF4 2EE, honsec@wrsc.org.uk
3. What information we collect and why.
4. Who else has access to the information you provide us?
4.1 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 we are required to do so by law or as set out in the table above or in paragraphs 5.2 below.
4.2 We may pass your personal data to the RYA for the purposes of carrying out surveys when it is in the legitimate interest of the club and the RYA to do so. The RYA may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.
5. Promotional club photography and video content
5.1 The Club may take photographs or videos of Club activities and publish these on our website or social media channels to promote the Club. If you wish to withdraw consent, please contact honsec@wrsc.org.uk
5.2 By agreeing to your images being used, you agree to assign any right of ownership in those images to the Club.
6. Data associated with use of our website
6.1 Our website uses cookies as follows:
(a) If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
(b) When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
(c) If you have a website editor account and edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
(d) We may use cookies to temporarily store information about a booking in progress as well as any error/confirmation messages whilst submitting or managing your events and locations.
4.2 Embedded content from other websites
(a) Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
4.3 Other Data
(a) For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
(b) If you request a password reset, your IP address will be included in the reset email.
(c) When using our booking system, we collect and store information you submit to us when making a booking, for the purpose of reserving your requested spaces at our event and maintaining a record of attendance.
4.4 If you have an account on our website, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
5. How we protect your personal data
5.1 We will not transfer your personal data outside the UK without your consent.
5.2 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.
5.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
5.4 For any payments which we take from you online we will use a recognised online secure payment system.
5.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
6. How long do we keep your information?
5.1 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 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 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.
8. Contact us
In the event of any query or complaint in connection with the information we hold about you, please email honsec@wrsc.org.uk