Data Privacy Notice, GDPR Policy and Cookie Policy
About this Notice
1.1.This notice explains when and why we collect personal information (data) about our members, staff, volunteers, visitors and suppliers; 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 Notice, and as described when we collect data from you.
1.3.We reserve the right to amend this Data Privacy Notice (and our associated Data Protection Policy) from time to time without prior notice. You are advised to check our Website or our club noticeboard regularly for any amendments (but amendments will not be made retrospectively).
1.4.We will always comply with the Data Protection Act (2018) alongside the UK General Data Protection Regulation (UK GDPR) when dealing with your personal data. Further details on the DPA/UK GDPR can be found at the website for the Information Commissioner (https://ico.org.uk/).
1.5.Under UK General Data Protection legislation Spinnaker Sailing Club Ltd is the Data Controller, and our Commodore acts as our Data Protection Officer.
Who are we?
2.1.We are Spinnaker Sailing Club Ltd. We can be contacted at
2.2.Spinnaker Sailing Club
Ivy lane
Blashford
Ringwood
Hants, BH24 3LY
Tel: 01425 483692
Email: admin@spinnakerclub.co.uk
What information we collect and why.
| Type of information | Purposes | Legal basis of processing |
| Member's name, address, telephone numbers, e-mail address(es), and any relevant qualifications. | Managing the Member's membership of the Club. Keeping in touch with the Member (including by newsletter). Managing the duty roster and allocating safety specific duties | Performing the Club's contract with the Member. For the purposes of our legitimate interests in operating the Club. For the purposes of our legitimate interests in operating the Club. |
| The names and ages of the Member's dependents | Managing the Member's and their dependants' membership of the Club | Performing the Club's contract with the Member. |
| Member's emergency contact details | Contacting next of kin in the event of emergency | Protecting the Member's vital interests and those of their dependants |
| Member's date of birth / age related information | Managing membership categories which are age related | Performing the Club's contract with the Member. |
| Gender, Race and Ethnicity | Gender - provision of adequate facilities for members. Gender. Race & Ethnicity - reporting anonymised information to the 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. Publishing race results at the club and with other clubs, class associations, and the RYA, and providing race results to local and national media. Allocating boat park spaces. | 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. | Publicise the club activities by putting on the Club's website, social media pages, newsletter 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. |
| CCTV Surveillance of club grounds | To help the club deter unauthorised access to and theft of club property | For the purposes of our legitimate interests in operating the Club. A notice will be placed adjacent to the cameras informing potential data subjects of the surveillance along with basic contact details. |
| The Member's name and e-mail address | Creating and managing the Club's online Membership Directory, and to provide members with regular information about club activities | For the purposes of our legitimate interests in operating the Club; email addresses will remain hidden with messages and replies forwarded to recipients |
| Bank account/card details of the member or person making payment to 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. |
| The Member's name and e-mail address, whilst a current member of the Club | Passing to the RYA for the RYA to conduct surveys of Members of the Club (see paragraph 5.3 below). | 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. |
| Volunteer instructors' 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. |
| SSC employees' name, address, email, phone number, employment details and relevant qualifications and/or experience. | Managing the club employees. | For the purposes of our legitimate interest in operating the club and ensuring we maintain good employment practice and comply with relevant employment legislation. |
| Name and biography of each Main Committee member and email address of each Club Officer | Information published on Club's website, in Club's newsletter and other publications, in the Club's marketing materials and made available to the RYA, in each case as a point of contact at the Club | For the purposes of our legitimate interests in operating and promoting the Club |
| Names, biographies and contact email of Club Sailing Committee members | All names and bios on noticeboard, names only in club handbook; RCS and Class Captain's names, bios, and email on website | For the purposes of our legitimate interests in operating and promoting the Club |
| Employees and representatives of suppliers to the Club | Entering into and managing arrangements with suppliers | Entering into and performing contracts with suppliers |
How we protect your personal data
4.1.In order to manage your membership of the Club and communicate with you, it may sometimes be necessary for us to transfer your personal data outside the United Kingdom. However we will only do so in accordance with the Act. That is most likely to involve either approval that the country to which your data is being transferred provides adequate protection for personal data or on the basis of agreeing standard contractual clauses with the organisation to which we are transferring your data.
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 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.
Who else has access to the information you provide us?
5.1We 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 and 5.3 below.
5.2We 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). For example SSC uses "Sailing Club Manager" for the purpose of our legitimate interests in operating the Club and for performing our contract with you (see para. 7.4). 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. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
5.3We may also 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.
How long do we keep your information?
6.1.We will hold your personal data on our systems only for so long as it is in the Clubs' legitimate interest to do so or for as long as is necessary to comply with our legal obligations. Our Data Retention Schedule for all the types of data we collect can be found in Schedule 2 of our GDPR Privacy Policy document.
6.2.We securely destroy all financial information once we have used it and no longer need it.
Your rights explained
7.1.It is important that you understand what rights you have in respect of the Personal Data and Special Category Personal Data that we hold about you. To let us know that you wish us to exercise any of your rights outlined below please contact our Data Protection Officer who can be contacted at admin@spinnakerclub.co.uk.
§The right to be informed (knowing how we will use your data).
You have the right to be told how we will use your Personal Data which is set out in This Notice.
§The right of access (being provided with copies of your data).
You have the right to ask us to provide you with a copy of your Personal Data. We will supply any information you ask for as soon as possible but may take up to 1 month once we are satisfied as to your identity. We will not charge you for this. This is called a data subject access request.
§The right to rectification (changing incorrect information we hold).
If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated. Contact details for any requests can be found above.
§The right to be forgotten (erasure) - requesting deletion of your Personal Data.
In some cases, you have the right to be forgotten (i.e. to have your Personal Data deleted from our database).
§The right to restrict processing (limiting how we use your data).
In certain situations you have the right to ask for processing of your Personal Data to be restricted because there is some disagreement about its accuracy or legitimate usage.
§The right to data portability (moving your data in an useable format).
In certain situations, you have the right to request the Personal Data you provided to us, in a structured, commonly used, and machine-readable format and/or transmit that data to a third party.
§The right to object (when we must stop processing your data).
You have the right to object to us processing data purely for our legitimate interests. If you make such a request, we must stop processing your Personal Data unless: we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights, and freedoms; or the processing is for the establishment, exercise, or defence of legal claims.
§The right not to be subject to automated decision-making including profiling (making a decision solely by automated means without any human involvement).
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you. Spinnaker Sailing Club does not undertake automated decision making or profiling.
7.2.You have the right to take any complaints about how we process your personal data to the Information Commissioner:
Tel: 0303 123 1113
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
7.3.For further information on each of those rights, including the circumstances in which they apply, please see the Guidance from the Information Commissioners Office (ICO) on individuals' rights under the General Data Protection Regulation.
7.4.For information on GDPR compliance within "Sailing Club Manager" which we use to manage our website and a sub-set of our stored data, please see: https://www.sailingclubmanager.com/terms/gdpr.
7.5.If you wish to see our full GDPR policy, it is available as a pdf download below.
Downloads
Last updated 09:44 on 13 September 2024
