DRAFT Data Privacy Notice

Rudyard Lake Sailing Club Data Privacy Notice

Mark Jacot V4 November 2017 DRAFT SUBJECT TO AGREEMENT BY MANAGEMENT COMMITTEE

Why do we collect and use member’s information?

We collect and use information to

  • To administer membership and boat records and collect fees due
  • To contact members to make them aware of events and other activities at the club
  • To maintain duty registers and notify members of their duties
  • To publish race results
  • To publish a paper and electronic year book that includes details of officers
  • To comply with our rules for example notifying members of AGMs and other formal communications
  • For gathering aggregate data for RYA reporting such as sailing session attendance

The categories of information that we collect and hold include:

  • Personal information (such as name, address, email address, telephone number, membership history)
  • Characteristics (in particular disability) for RYA reporting purposes
  • Medical and dietary information for training courses
  • Attendance information (such as sessions attended for analysis and RYA reporting)
  • CCTV recordings for security
  • Personal information for visitors taking part in open days and other events
  • Photos and video of members taking part in club events
  • Contact details and other information for those booking outside events e.g. weddings

We will not share your data with any third parties apart from those stated in this document

Storing data

We hold data whilst you are a member and in line with our data protection policy.

 

Data is stored on Dutyman – a UK hosted sailing duty and membership system used widely by sailing clubs in the UK. Further information on dutyman and data protection can be found here: https://dutyman.biz/dataprot.aspx

 

Data such as scanned application forms, training booking forms are stored on a cloud storage system (currently Dropbox) and accessible only to those members of committees and in club roles that require access to that data. Further information on Dropbox and data protection can be found here https://www.dropbox.com/business/trust

 

The paper year book contains information about officers and other members of the club. Other paper records are securely stored in the locked office in the club house.

Who do we share information with?

We routinely share information as follows:

 

  • Other members of the club receive appropriate information to enable them to fulfil their duties such as organising and running training courses, administering duties, administering membership renewal
  • Aggregate attendance and disability data is shared with the RYA but this does not include personal information
  • Name and contact details are made available on Dutyman (the duty management system) with other members in the form of a member directory
  • CCTV recordings are shared with the police at their request.
  • Videos and photos of members and visitors taking part in club events are posted on our website and other social media channels

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information that we hold. To make a request for your personal information we hold about you, contact the Data Protection Officer – David Burnham

 

You also have the right to:

  • Object to processing of personal data that is likely to cause, or is causing, damage or distress;
  • Prevent processing for the purpose of direct marketing.
    • We do not use your data for direct marketing. Dutyman is a web-based duty roster management for members’ clubs and similar organisations. We use this to contact our members for duty swapping, automated duty reminders etc and to encourage people to manage their duties and for improved intra-club communications. Therefore, as a member of the club, you are automatically enrolled into that service. If you chose to opt out of this, it is your responsibility to make alternative arrangements to ensure that you are aware of and fulfil your duties. Please note your obligations under the club rules to carry out the duties allocated must still be adhered to.
  • Object to decisions being taken by automated means
  • In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed

 

If you have a concern about the way we are collecting or using your personal data, please raise your concern with the Data Protection Officer, David Burnham, in the first instance.

Contact:

If you would like to discuss anything in this privacy notice, please contact the Commodore or President of the club.